Advanced Excel 2007 Participant's Workbook

Advanced Microsoft 2007 Spreadsheet Function
Advanced
Microsoft Excel 2007

Spreadsheet Functions
Participants Workbook
Name:________________________
Employee No._________________
Dept:
______________________
Copyright of STATS ChipPAC Singapore
1|Page
Table of Content
LESSON 1: FORMATTING....................................................................................3
1.1 File types in office Excel 2007.........................................................................3
1.2 Use Multiple Worksheets.................................................................................3
1.3 Split, Move and Remove a Split......................................................................5
1.4 Hide, Show Rows, Columns, Worksheets.......................................................6
LESSON 2: FUNCTIONS AND FORMULAS........................................................8
2.1 Absolute and Relative Cell Referencing.........................................................8
2.2 Function Syntax and Categories.....................................................................8
2.3 Logical Functions..........................................................................................10
2.4 Mathematical Functions.................................................................................11
2.5 Statistical Functions......................................................................................13
2.6 Date and Time Functions..............................................................................13
2.7 Lookup And Reference Functions.................................................................15
2.8 Database Functions......................................................................................17
2.9 Text Functions...............................................................................................17
2.10 Paste Special Options...................................................................................18
Learning Activity 1: Using Cell Referencing in Fomulae........................................20
Learning Activity 2: IF, AND, OR Function..............................................................20
Learning Activity 3: Nested Functions....................................................................21
Learning Activity 4: SUM, SUMIF Function............................................................21
Learning Activity 5: ROUND, ROUND UP, ROUND DOWN Function...................22
Learning Activity 6: COUNT, COUNTIF Function...................................................22
LESSON 3: CHARTS...........................................................................................23
3.1 Creating a Standard Chart............................................................................23
3.2 Formatting Charts..........................................................................................24
Learning Activity 7: Creating and Formatting a Chart............................................26
LESSON 4: ANALYSIS........................................................................................27
4.1 Pivot Table.....................................................................................................27
4.2 Sorting a Database........................................................................................30
4.3 Using Auto & Advanced Filter........................................................................31
Learning Activity 8: Creating PivotTables...............................................................33
Learning Activity 9: Sorting.....................................................................................34
Learning Activity 10: Using AutoFilter.....................................................................34
LESSON 5: Collaborative Editing......................................................................35
5.1 Working with Comments...............................................................................35
5.2 File Sharing...................................................................................................36
Learning Activity 11: Comments.............................................................................37
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LESSON 1: FORMATTING
1.1
File types in office Excel 2007

There are several file types you can choose from when you save a file in Excel 2007
1.1.1. Excel Workbook (*.xlsx)

Save a workbook as this file type if it does not contain macros or Microsoft Visual Basic for
Applications (VBA) code. If you save a workbook as an Excel Workbook and there are any
macro commands or VBA projects in the file, Excel 2007 will warn you that the macro or VBA
code will be deleted from the File.
1.1.2. Excel Macro-Enabled Workbook (*.xlsm)

Save your workbook as this file type when the workbook contains macros or VBA code. If you
try to save a workbook containing macros or VBA as the Excel Workbook file type, Excel will
warn you against this choice.
1.1.3. Excel Template (*.xltx)

Save your workbook as this type when you need a template.
1.1.4. Excel Macro-Enabled template (*.xltm)

Save your workbook as this file type when you need a template and the workbook contains
macros or VBA.
1.1.5. Excel 97 Excel 2003 Workbook (*xls)

Save your workbook as this file type when you have an especially large workbook; this file
type will open faster than a very large Excel Workbook will. You will still have the new Excel
features with this file type, but not XML.
1.2
Use Multiple Worksheets
1.2.1
Copy and Move Worksheets

1. Open the workbook that you want to copy/move the workbook to.
2. Return to the worksheet you want to move or copy.
i.
Right-click on the sheet tab.
ii.
Select Move or Copy

OR
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i.
Select the Home tab. From the Cells group, click

Format.
ii.
Click Move or Copy Sheet.
3. In the To book area, select the workbook that will receive

the sheets.
4. Alternatively, choose NEW to move/copy the worksheet to a
new workbook.
5. In the Before sheet area, click the sheet before which you
want to position the worksheet.
6. Click Create a copy to copy the worksheet instead of
moving the worksheet.
7. Click [OK]
To move sheets within the current workbook, you can drag the selected worksheet along the
sheet tabs.
To copy a sheet within the current workbook:
1. Press and hold the <CTRL> key.
2. Use your mouse to click and hold on the sheet tab.
3. Move your cursor to the desire location.
4. Release both the mouse button and the <CTRL> key.
1.2.2 Grouping Worksheets

When more than one worksheet is selected, the worksheets are grouped. Data entered into
one sheet is entered into all sheets in the group.
1.2.3 Ungroup Worksheets
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Right-click any grouped worksheet and select Ungroup Sheets

OR
Click any sheet that is not grouped.
1.3
Split, Move and Remove a Split

You can view multiple distant parts of your worksheet at once by splitting the window into
numerous resizable panes containing views of different parts of the worksheet.
1.3.1 Insert a split

1. To split into 2 vertical windows, click on the cell in the first row of the mid column.
To split into 2 horizontal windows, click on the cell in the first column of the mid row.
To split into 4 windows, click on the cell somewhere in the middle of the worksheet.
2. To insert a split, either
Select the View tab. From the Window group, click Split.
OR
To insert a vertical split, place your cursor on the bar to the right of the horizontal
scroll bar and double-click on the bar.
1.3.2 Move a Split

1. Point your cursor on the split until the pointer changes to a split pointer.
2. To move the split up and down, click and hold your left mouse button and drag the split
up and down.
3. To move the split to the left or to the right, click and hold your left mouse and drag the
split left or right.
1.3.3 Remove a Split

To remove a split, you can either:
Select the View tab. From the Window group, select Remove Split.
OR
Double-click on the split.
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1.4
Hide, Show Rows, Columns, Worksheets

There may be instances where you have data that you do not want others users to view. A
simple way would be to hide the row, column or worksheet where the data appears.
1.4.1 Hide and Show Rows

To hide row(s), select the row(s) to be hidden and either:
Right-click on the row(s) and select Hide.

OR
On the Format menu, point to Row, and then click Hide.
To display hidden row(s), select the row above and below the hidden row(s) and either:
Right-click on the row(s) and select Unhide.

OR
On the Format menu, point to Row, and then click Unhide.
1.4.2 Hide and Show Columns

To hide column(s), select the column(s) to be hidden and either:
Right-click on the column(s) and select Hide.

OR
On the Format menu, point to Column, and then click Hide.
To display hidden column(s), select the columns in the left and right of the hidden column(s)
and either:
Right-click on the column(s) and select Unhide.

OR
On the Format menu, point to Column and then click Unhide.
1.4.3 Hide and Show Worksheets
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To hide worksheet(s):
1. Select the worksheet(s) to be hidden.
2. On the Format menu, point to Sheet, and then click Hide.
To display hidden worksheet(s):

1. On the Format menu, point to Sheet, and then click Unhide.
2. In the Unhide sheet box, either
Double-click the name of the hidden sheet you want to display.

OR
Select the sheet name and click [OK].
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LESSON 2: FUNCTIONS AND FORMULAS

2.1
Absolute and Relative Cell Referencing

Usually in formulas that are setup, there will be references to other cells. When the formulas
are copied to another location, the cells referred to in the formulas will be changed.
Absolute Reference
- Cell reference is fixed
- Cell reference is prefix with a $
Relative Reference
- Cell reference changes when copied to another location
- No prefixes
For example, you created a formula (=A2+A3) in cell A1. When this formula is copied from A1
to say B5, the formula in B5 becomes (=B5+B6). I.E. the cell references in the formula
changed relative to the location of the formula. This is termed relative referencing. Most of
the time, we use relative referencing.
However, there are times we want the formula to be copied to another location; yet keeping
the cells referenced in the formula the same as the original location. In this case, we require
absolute referencing.
To achieve this, you will need to prefix the cell referenced in the formula with a $ sign. Taking
the previous example, you will then set the formula in A1 to be =$A2+$A3. To automatically
add $ symbols, press the function key <F4>.
It is possible to have a combination of absolute and relative referencing in a formula. E.g.
=A1*$A2. This is termed mixed referencing. You can change the referencing by pressing
<F4> until you get the reference required.
2.2
Function Syntax and Categories

A function is a formula that is already written for you and given a descriptive name. Excel
offers over 350 worksheet functions. Besides worksheet functions, there are other functions
that are included with adds-in such as the Analysis ToolPak.
2.2.1 Components of a Function

There are 3 components to a function:
a. The equal sign: you must begin each function with the equal sign (=)
b. The name of the function: E.g. SUM, AVERAGE
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c.
The arguments to the function: These are enclosed in parentheses and if there is more
than one, they are separated by commas. They refer to the values on which the function
operates on. Arguments must be supplied in the exact quantity and order they are
specified.
In some cases, there are no arguments but the parentheses must still be specified (e.g.
=today() which displays the current PC date).
2.2.2 Types of Function

Because Excel provides so many functions, it is useful to group them generally according to
usage. The categories are meaningful but there can be some arbitrary classifications
(especially those categorized under mathematical or statistical functions). The categories are:
a.
b.
c.
d.
e.
Financial Functions
Date & Time Functions
Math & Trig Functions
Statistical Function
Lookup & Reference Functions
f.
g.
h.
i.
Database Functions
Text Functions
Logical Functions
Information Functions
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j.
k.
2.2.3 Creating Functions
l.
m.
There are 3 methods which you can create functions:
n.
1. Select the Home tab.
o.
2. Click the drop-down arrow next to the AutoSum button and select More Functions
p.
q.
r. OR
s.
1. Select the Formula tab.
t.
2. Select the function you need from the Functions Library group.
u.
v.
w.
x. OR
y.
z.
1. Select the Insert Function button on the right of the Formula Bar.
aa.
ab.
ac.
ad.
ae.
af.
ag.
ah.
ai.
aj.
ak.
al.
am.
an.
ao.
ap.
aq.
ar.
You
may use the Insert
Function dialogue box to search for the function you require.
as.
at.
You will see a Function Arguments dialogue box. This box is to allow you to enter
the variables that the function needs to do the calculations.
au.
av.
2.3
Logical Functions
aw.
ax.
Logical functions enable Excel to help you make decisions automatically. To use the
logical functions, you need to specify the criteria or condition you want evaluated. The
functions will then check a cell to see if the content of the cell satisfies the criteria.
ay.
az.
Logical functions require the criteria to be specified in such a manner that the results
are black or white. In other words, the criteria must return either a TRUE or FALSE result.
In order for Excel to evaluate if a criterion has been satisfied, you need to use comparison
operators:
ba.
bb.
bd.
Equal to
<> Not equal to
bc.
be.
bf.
>
Greater than
bg.
< Less than

>= Greater than or equal
to
<=
Less than or equal to
bh.
2.3.1 Using the IF Function
bi.
bj.
The IF function checks for a condition that must be either true or false. If the condition
is true, the function returns one value; if the condition is false, the function returns another
value. The function has three arguments: the condition you want to check, the value to return
if the condition is true, and the value to return if the condition is false.
bk.
bl.
=IF(Logical_test,Value_if_true,Value_if_false)
bm.
a. Logical_test is any value or expression that can be evaluated to TRUE or FALSE. For
example, A10=100 is a logical expression; if the value in cell A10 is equal to 100, the
expression evaluates to FALSE.
bn.
b. Value_if_true is the value that is returned if logical_test is TRUE.
c. Value_if_false is the value that is returned if logical_test is FALSE.
bo.
bp.
2.3.2 Using the AND Function
bq.
br.
The AND function checks for a number of conditions and returns TRUE if all its
arguments are TRUE; returns FALSE if one or more arguments is FALSE.
bs.
bt. =AND(Logical1,Logical2,)
bu.
bv.
Logical1, Logical2, are 1 to 255 conditions you want to test that can be either
TRUE or FALSE.
bw.
bx.
2.3.3 Using the OR Function

by.
bz.
The OR function checks for a number of conditions and returns TRUE if any
argument is TRUE; returns FALSE if all arguments are FALSE.
ca.
cb.
=OR(Logical1,Logical2,)
cc.
cd.
Logical1, Logical2, are 1 to 255 conditions you want to test that can be either
TRUE or FALSE.
ce.
cf.
The AND and OR functions are quite limited by themselves. They can only return
TRUE or FALSE results. You will use these functions together with other functions such as the
IF function to act as the conditions for the IF function.
cg.
ch.
2.4
Mathematical Functions
ci.
2.4.1 Using the SUMIF Functions
cj.
ck.
The SUMIF worksheet function checks for a value within a range and then sums all
the corresponding values in another range. SUMIF has three arguments: the range to be
checked, the value to check for within the range (the criteria), and the range containing the
values to be summed.
cl.
cm.
=SUMIF (Range, Criteria, Sum_range)
cn.
a. Range is the range of cells you want evaluated.
co.
b. Criteria is the criteria in the form of a number, expression, or text that denies which cells
will be added. For example, criteria can be expressed as 12, 12, >12, apples.
cp.
c. Sum_range are the actual cells to sum. The cells in sum_range are summed only if their
corresponding cells in range match the criteria. If sum_range is omitted, the cells in
range are summed.
cq.
cr.
2.4.2 Using the ROUND function
cs.
ct.
cu.
The ROUND worksheet function rounds a number to a specified number of digits.

cv.
=ROUND (Number, Num_digits)

cw.
a. Number is the number you want to round.
cx.
b. Num_digits specifies the number of digits to which you want to round to. Num_digits can
be greater, equal or less than 0.
Num_digits > 0 the number will be rounded to the specified number of decimal
places. E.g. ROUND(1.256,2) returns 1.26
cy.
Num_digits = 0 the number will be rounded to the nearest integer. E.g.
ROUND(645.25,0) returns 645
cz.
Num_digits < 0 the number will be rounded to the left of the decimal places. E.g.
ROUND(645.25,-1) returns 650 and ROUND(645.25,-2) returns 600
da.
db.
2.4.3 Using the ROUNDDOWN function
dc.
dd.
de.
The ROUNDDOWN worksheet function rounds a number down, toward zero.
df.
=ROUNDDOWN (number, num_digits)
dg.
dh.
b. Num_digits specifies the number of digits to which you want to round to
di. Example: ROUNDDOWN(1.4596,2) return 1.45
dj.
dk.
2.4.4 Using the ROUNDUP function

dl.
dm.
dn.
The ROUNDUP function rounds a number up, away from 0 (zero).

do.
=ROUNDUP (number,num_digits)
dp.
dq.
b. Num_digits specifies the number of digits to which you want to round to
dr.
ds.
Example: ROUNDUP(1.1211,2) returns 1.13
dt.
du.
2.5
Statistical Functions
dv.
2.5.1 Using the COUNTA Function
dw.
dx.
The COUNTA function will count the number of cells within a range that are not
empty.
dy.
dz.
=COUNTA(Value1,Value2,.)
ea.
a. Value1 is the first range of cells you want to count
b. Value2 is the next range of cells you want to count.
eb.
ec.
You can specify up to 30 sets of cells to include in the COUNTA function.
ed.
ee.
2.5.2 Using the COUNTBLANK Function
ef.
eg.
The COUNTBLANK worksheet function counts the empty cells in a specific range of
cells.
eh.
ei.
=COUNTBLANK(Range)
ej.
ek.
Range is the range from which you want to count the blank cells.
el.
em.
NOTE: Cells with formulas that return (empty text) are also counted. Cells with zero
values are not counted.
en.
eo.
2.5.3 Using the COUNTIF Function
ep.
eq.
The COUNTBIF worksheet function counts the number of cells within a range that
meet the given criteria.
er.
=COUNTIF(Range,Criteria)
es.
et.
Range is the range of cells from which you want to count cells.
eu.
ev.
Criteria is the criteria in the form of a number, expression, or text that defines which
cells will be counted. For example, criteria can be expressed as 22, 22, >22, apples.
ew.
ex.
2.6
Date and Time Functions

ey.
ez.
The Date and Time functions in Excel allow you to insert current date and current
time into your spreadsheet. You can also use the various functions to perform calculations
using the dates in your spreadsheet.
fa.
2.6.1 Using the TODAY Function
fb.
fc.
The TODAY function allows you to insert a date that automatically updates everyday.
The serial number is the date-time code used by Microsoft Excel for date and time
calculations. If the cell format was General before the function was entered, the result is
formatted as a date.
fd. =TODAY()
fe.
ff.
The TODAY function is one of the few functions in Excel that does not take any
argument.
fg.
fh.
NOTE: Excel stores dates as a sequential serial numbers so they can be used in
calculations. By default, January 1, 1900 is serial number 1, and January 1, 2008 is serial
number 39448 because it is 39,448 days after January 1, 1900. Microsoft excel for the
Macintosh uses a different date system as its default.
fi.
fj.
2.6.2 Using the NOW Function
fk.
fl.
The NOW function calculates and returns the serial number of the current date and
time. If the cell format was General before the function was entered, the result is formatted as
a date.
fm.
fn.
=NOW()
fo.
fp.
The NOW function is similar to the TODAY function in that both functions do not take
any arguments.
fq.
fr.
2.6.3 Using the DAY Function
fs.
ft.
The DAY function calculates and returns the day of a date represented by a serial
number. The day is given as an integer, ranging from 1 to 31.
fu.
fv.
=DAY(Serial_number)
fw.
fx.
Serial_number is the date of the day you are trying to find. Dates should be entered
by using the DATE function, or as results of other formulas or functions. For example, use
DATE(2008,5,23) for the 23rd day of May, 2008. Problems can occur if dates are entered as
text.
fy.
fz.
2.6.4 Using the MONTH Function
ga.
gb.
The MONTH function calculates and returns the month of a date represented by a
serial number. The month is given as an integer, ranging from 1(January) to 12(December).
gc.
gd.
=MONTH(Serial_number)
ge.
gf.
Serial_number is the date of the month you are trying to find. Dates should be
entered by using the DATE function, or as results of other formulas or functions. For example,
use DATE(2008,5,23) for the 23rd day of May, 2008. Problems can occur if dates are entered
as text.
gg.
gh.
gi.
gj.
gk.
2.6.5 Using the YEAR Function

gl.
gm.
The YEAR function calculates and returns the year corresponding to a date. The year
is returned as an integer in the range 1900-9999.
gn.
go.
=YEAR(Serial_number)
gp.
gq.
Serial_number is the date of the year you want to find. Dates should be entered by
using the DATE function, or as results of other formulas or functions. For example, use
DATE(2008,5,23) for the 23rd day of May, 2008. Problems can occur if dates are entered as
text.
2.7
gr.
gs.
Lookup And Reference Functions
gt.
Look up functions refer to finding values in worksheet ranges. Reference functions
refer to worksheet addresses. The VLOOKUP and HLOOKUP are examples of lookup
functions.
gu.
gv.
2.7.1 Using the VLookup Function
gw.
gx.
The VLOOKUP worksheet function finds a value in another column of a sorted list
with a row labels. The row labels are in the leftmost column and you want to look up a value in
another column based on the row labels from the same sheet or another.
gy.
gz.
ha.
=VLOOKUP(Lookup_value,Table_array,Col_index_num,Range_lookup)
hb.
a. Lookup_value: The value to be found in the first column of the array. It can be a value
reference, or a text string.
hc.
b. Table_array: The table of information in which data is looked up. Use a reference to a
range or a range name, such as Database or list. The values in the first column of
table_array can be text, numbers, or logical values.
hd.
c.
Col_index_num: The column number in the table_array from which the matching value
must be returned. A col_index_num of 1 returns the value in the first column in
table_array. If col_index_num is less than 1, VLOOKUP returns the #VALUE! Error value;
if col_index_num is greater than the number of columns in table_array, VLOOKUP
returns the #REF! error value.
he.
d. Range_lookup: This is a logical value that specifies whether you want VLOOKUP to find
an exact match or an approximate match. If TRUE or omitted, an approximate match is
returned. That is, if an exact match is not found, the next largest value that is less than
lookup_value is returned. If FALSE, VLOOKUP will find an exact match. If one is not
found, the error value #N/A is returned.
hf.
e. If range_lookup is TRUE, the values in the first column of table_array must be placed in
ascending order. You can put values in ascending order by choosing the Sort command
from the DATA MENU and selecting ascending.
hg.
hh.
2.7.2 Using the HLookup Function
hi.
hj.
The HLOOKUP worksheet function finds a value in another row of a sorted list with
column labels. The column labels are in the topmost row and you want to look up a value in
another row based on the column label.
hk.
hl.
hm.
=HLOOKUP(Lookup_value,Table_array,Row_index_num,Range_lookup)
hn.
a. Lookup_value: The value to be found in the first row of the table.
ho.
b. Table_array: The table of information in which data is looked up.
hp.
c. Row_index_num: The row number in the table_array from which the matching value
must be returned. A row_index_num of 1 returns the value in the first row value in
table_array. If row_index_num is less than 1, HLOOKUP returns the #VALUE! Error value;
if row_index_num is greater than the number of rows in table_array, HLOOKUP returns
the #REF! error value.
hq.
d. Range_lookup: This is a logical value that specifies whether you want HLOOKUP to find
an exact match or an approximate match.
hr.
hs.
ht.
VLOOKUP: Vertical (commonly used)

HLOOKUP: Horizontal
#N/A: NO MATCH
EXACT MATCH: FALSE or 0
NEAREST/CLOSEST VALUE: TRUE or leave blank
hu.
hv.
2.8
Database Functions
hw.
hx.
A list is a worksheet range that contains data, with different variables occupying
different columns headed by the variable name and different records occupying different rows.
Database functions are used when you want to analyze values in a list (which is a term for a
worksheet database). Most database function names start with letter D and are called
Dfunctions.
hy.
hz.
Most database functions have the following arguments.
ia.
ib.
DATABASE: This is the range that contains the list. It must include row that holds the
column labels.
ic.
id.
FIELD: This is the label for the column you want to summarize. You can use the text
of a column label or use a number that represents the position of the column.
ie.
if.
CRITERIA: This is the range that has the criteria. It must include one column label
and a minimum of one cell below that label.
ig.
ih.
2.9
Text Functions
ii.
ij.
Text functions allow you to manage data that has been entered in text format.
ik.
il.
2.9.1 Using the Left Function

im.
in.
The LEFT function returns the first character or characters in a text string, based on
the number of characters being specified. Left always counts each character, whether singlebyte or double-byte, as 1, no matter what the default language setting is.
io.
ip.
=LEFT(Text,Num_chars)
iq.
a. Text is the text string that contains the characters being extracted.
ir.
b. Num_chars specifies the number of characters you want LEFT to extract.
Num_chars must be greater than or equal to zero.
If Num_chars is greater than the length of text, LEFT returns all of text.
If Num_chars is omitted, it is assumed to be 1.
is.
it.
iu.
iv.
2.9.2 Using the Right Function

iw.
ix.
The RIGHT function returns the last character or characters in a text string, based on
the number of characters being specified. Right always counts each character, whether
single-byte or double-byte, as 1, no matter what the default language setting is.
iy.
iz.
=RIGHT(Text,Num_chars)
ja.
a. Text is the text string that contains the characters being extracted.
jb.
b. Num_chars specifies the number of characters you want RIGHT to extract.
Num_chars must be greater than or equal to zero.
If Num_chars is greater than the length of text, RIGHT returns all of text.
If Num_chars is omitted, it is assumed to be 1.
jc.
jd.
2.10 Paste Special Options

je.
jf. Paste special feature enables you to narrow
your choice of what to paste after you have
performed a copy action. (Note: it does not work
with cut.)
jg.
jh.
ji.
jj.
jk.
jl.
jm.
jn.
2.10.1 Using Paste Special
jo.
1. Select the cells you want to have
special paste features.
jp.
2. Copy the data by either,
jq. press <Ctrl>+C
jr. or Right-click-> Copy
js.
3. Select the upper-left cell of your
designated location.
jt.
4. Right-click and select the Paste
Special command. The Paste
Special dialogue box opens.
ju.
5. Select the appropriate Paste option.
jv.
6. Click [OK].
jw. The PASTE options within the Paste Special command:
jx.
jz.
Option
ALL
kb.
FORMULA
kd.
VALUES
kf.
FORMATS
kh.
COMMENTS
kj.
VALIDATION
kl.
ALL EXCEPT
BORDERS
kn.
COLUMN
WIDTHS
kp.
FORMULA and
NUMBER FORMATS
kr.
VALUES and
NUMBER FORMATS
jy.
Description
ka. This is the default option. It is the same as using
the normal PASTE command.
kc. Use this option if you wish to copy only a formula
but not the results or the formatting from the
source cell.
ke. This option allows you to copy the results from a
formula and not the formula itself.
kg. Use this option if you wish to copy only the
formatting from a cell but not the contents.
ki. As the name implies, this option allows you to
copy existing comments from one cell to another.
kk. This option allows you to copy data validation
rules defined in one cell to another cell.
km. Use this option if you wish to copy the contents
and formatting of a cell but not any borders.
ko. This option will apply column width to another
cell but not the contents or the formatting
kq. Use this option to paste only formula and all
number format options but not font formatting.
ks. This option will only paste the value and the
number formatting from one cell to another.
kt.
kv.
kx.
la.
lc.
le.
lh.
ll.
ku. In addition to the PASTE options, PASTE SPECIAL also contains the following
operations options:
Option
kw.
Description
NONE
ky. As the name implies, using this option means
that no mathematical operation will be pasted.
kz.
ADD
lb. This option will add together the values in the
copied cells with the values in the destination
cells.
SUBTRACT
ld. This option will use the values from the
destination cells and subtract that against the
values in the copied cells.
MULTIPLY
lf. This option will multiply the values in the copied
cells with the values in the destination cells.
lg.
DIVIDE
li. This option will use the values from the
destination cells and divide them against the
values in the copied cells.
lj.
lk.
The SKIP BLANK option avoids replacing values in your paste area when
blank cells occur in the copy area.
lm.
The TRANSPOSE option changes columns of copied data to row, and vice
versa.
ln.
The PASTE LINKS options will link the pasted data to the active worksheet.
lo.
lp.
lq. Learning Activity 1: Using Cell Referencing in Fomulae

lr.
ls.
lt. Absolute Referencing
lu.
1. Open the workbook Advanced Excel Activities.xlsx and select the Ref Types sheet.
lv.
2. In C8 create a formula using cell references to convert the Singapore dollar amounts in A8 to
US dollar.
lw.
3. Absolute the cell reference B7 and then copy the formula to C9:C11.
lx.
ly. Mixed Referencing
lz.
1. Remain on the workbook Advanced Excel Activities.xlsx and select the Mixed Ref sheet.
ma.
2. In B4 create a formula using mixed referencing to multiply A4 against B3.
mb.
3. Copy the formula to the rest of the table.
mc.
4. Save the workbook.
md.
me. Press F4 to change ref value.
mf.
mg.
mh.
mi.
mj.
Learning Activity 2: IF, AND, OR Function
mk.
ml.
mm.
mn.
IF, AND, OR Function
1. Open the workbook Advanced Excel Activities.xlsx

mo.
2. Select the YIELD sheet and in Column O12, create a function to display scrapped if FT
YIELD value is equal or less than 79%. Otherwise display blank in the cells.
mp.
mq.
mr.
ms.
mt.
mu.
mv.
mw.
mx.
my.
mz.
Learning Activity 3: SUM, SUMIF Function
na.
nb.
1.
2.
3.
4.
5.
6.
nc. SUM, SUMIF Function

nd.
Open the workbook Advanced Excel Activities.xlsx from the desktop folder Excel 2007.
ne.
Select the YIELD worksheet.
nf.
In cell H19, create SUM function to calculate the total TRACKINMAINQTY.
ng.
Select cell C2 and create SUMIF function that will return the TRACKINMAINQTY of those
without holdcode.
nh.
Select cell C3 and create SUMIF function that will return the total TRACKINMAINQTY of
EQPID 93K-84.
ni.
Save the workbook.
nj.
nk.
nl. Learning Activity 4: ROUND, ROUND UP, ROUND DOWN

Function
nm.
nn.
no.
np.
ROUND, ROUND UP, ROUND DOWN

nq.
2. Select the Rounding Functions sheet.
nr.
3. In cell C2, round the content of B2 to 2 decimal places.
ns.
4. In cell C4, round up the content of B4 to 2 decimal places.
nt.
5. In cell C6, round down the content of B6 to 2 decimal places.
nu.
6. In cell C8, round the content of B8 to the nearest WHOLE number.
nv.
nw.
nx.
ny.
nz.
oa.
ob.
oc.
od.
oe.
Learning Activity 5: COUNT, COUNTIF Function
of.
og.
oh.
COUNT, COUNTIF Function
oi.
oj.
2. Select the YIELD worksheet.
ok.
3. In cell C4, insert a COUNTA function to count the total number of hold lots.
ol.
4. In cell C5, insert a COUNTBLANK function to count the total number of non-hold lots.
om.
5. In cell C6, insert a COUNTIF function to count the total number of lots with hold code A9.
on.
oo.
op.
oq.
Learning Activity 6: Lookup Functions
or.
os.
ot. VLookup Function
1.
2.
3.
4.
ou.
Open the workbook Advanced Excel Activities.xlsx
ov.
Select the Lookup worksheet.
ow.
In cell C3, create a VLookup that will return the Price of the Product Number in B3 against
the table in E2:H11
ox.
Save the workbook.
oy.
oz.
pa.
pb.
pc.
pd.
pe.
pf.
pg.
ph.
pi.
pj.
LESSON 3: CHARTS
pk.
pl.
3.1
Creating a Standard Chart

pm.
3.1.1 Using the Insert tab
pn.
1. Highlight the cells (including the column headings and row labels) you want to include in a
chart. If you want to highlight a non-contiguous range, highlight the first section with the
mouse, and hold down the Ctrl key and click on any other cells.
po.
2. From the Insert tab, select Column from the Charts group to create a column chart.
Click on the other buttons to create other types of chart.
pp.
pq.
pr.
3.1.2 Changing Chart Type

ps.
pt.
After you have created a chart, you can easily change the chart type.
pu.
1. Select the chart that you want to change.
pv.
2. To change the chart type, either:
pw.
Click the Design tab from the Chart Tools contextual tab.
px.
Click the [Change Chart Type] icon.
py.
pz.
OR
qa.
Right-click on the Chart Area and select Change Chart Type.
qb.
3. From the resulting Chart Type dialogue box, select the chart you want to use.
qc.
4. Click [OK] when done.
qd.
qe.
3.2
Formatting Charts
qf.
qg.
After you have created a chart, Excel allows you to adjust the format of the chart.
qh.
qi.
3.2.1 Formatting Using the Chart Tools Tab

qj.
qk.
Excel 2007 consolidates all chart formatting options under the Chart Tool tab. This is
a contextual tab that appears when you select a chart.
ql.
1. Select the chart to be modified
qm.
2. Select the Design tab.
qn.
qo.
This allows you to change the chart type, source and display of the data series, the
location of the chart.
qp.
qq. To change chart type,
qr.
a. Click on the Quick Layout group to quickly change the overall layout of the chart.
qs.
b. Click on Location group to move the chart.
qt.
qu.
3. Select the Layout tab.
qv.
qw. This allows you to change the chart elements like chart and axis titles, data labels,
use drawing tools or add text and pictures to the chart.
qx.
I.
In the Labels group,

qy.
a. Click Chart Titles or Axis Titles to insert or modify the chart title, description for
the various axes.
qz.
b. Click Legend to select the placement of the legend or not to display the legend at
all.
c. Click Data Labels to select the option to display the values of each series on the
chart.
ra.
d. Click Data Tables to select the option to display the data used to plot the chart.
rb.
rc.
II.
In the Axes group,

rd.
a. Click Axes to change formatting or layout of the axes.
re.
b. Click Gridlines to select the option to display the types of gridlines of the axes on
your chart.
rf.
rg.
4. To format the chart, select Format tab.
rh.
ri. This allows you to add special effects, change line styles or add fill colors.
rj.
rk.
rl.
rm.
3.2.2 Format Text in a Chart

rn.
ro.
You can modify the font type, font size, etc. of any text on the chart. To change the
formatting of text on the chart:
rp.
1. Right-click on the chart object or component that you want to modify.
rq.
2. Select Font.
rr.
3. Use the Font dialogue box and select the formatting you want to use.
rs.
4. Click [OK] when done.
rt.
ru.
rv. Learning Activity 7: Creating and Formatting a Chart

rw.
rx.
ry. Creating and Formatting a Chart
rz.
sa.
2. Select the Chart worksheet.
sb.
3. Add the data in cell A6:B10 to the Pie Chart
sc.
4. Create a Line-Column on 2 Axes chart using the data in A2:C10 and place the chart below
the pie chart.
sd.
5. Display Data Labels for the Units series
se.
6. Modify the Value Axis to display in thousands.
sf.
7. For Chart B, plot the Units series on a Secondary Value Axis.
sg.
8. Change the Units series to a Line Chart.
sh.
9. Add Axis Title to both Primary Value Axis and the Secondary Value Axis.
si.
10. Modify the Primary Value Axis as follows:
Minimum units set to 10,000
Major units set to 30,000
sj.
sk.
sl.
LESSON 4: ANALYSIS
sm.
sn.
4.1
Pivot Table
so.
sp.
A Pivot table is an interactive table that you can use to quickly summarize large
amounts of date. You can rotate its rows and columns to see different summaries of the
source data, filter the data by displaying different pages, or display the details for areas of
interest.
sq.
sr.
Use Pivot Table when you want to do the sorting, subtotaling, and totaling for you.
ss.
st.
Rules to remember
a. Purpose of the Pivot table in order to determine which fields to use
b. Your list or database must contain headings or labels. This will be used by Excel to
organize the layout of your Pivot table
c. There MUST NOT be any blank rows or columns in your database
d. Do not insert sub-totals within the list as Excel will automatically generate sub-totals in
the Pivot table. You may therefore end up double counting the data
e. Do not worry about having a wrong layout. You can quickly change the layout of the
Pivot table with a few mouse actions
su.
sv.
4.1.1 Creating PivotTables

sw.
1. Open the workbook where you want to create the Pivot table report. If you are basing the
report on a Microsoft Excel list or database, click a cell in the list or database
sx.
2. From the Insert tab, select PivotTable from the Tables group. Then click PivotTable
sy.
3. The Create PivotTable dialog is displayed. You can select the range of data to be
analyzed or select data from an external source like Microsoft Access. Click on the option
for Existing Worksheet if you want the pivot table to be in the same worksheet as the
data, otherwise click New Worksheet. Then specify the starting cell reference of the
location for the pivot table
sz.
4. Click [OK] to close the dialog box and following screen will appear.
ta.
tb.
tc.
td.
te.
4.1.2. Arranging Fields in the PivotTable

tf.
1. Select the fields to be included in the report from the PivotTable Field List task pane
displayed on the right
tg.
2. Alternatively, you can drag the required field from the Field list and drop it in the Row or
Column Labels text box just below the list
th.
ti.
tj.
tk.
4.1.3 Change Summary Functions

tl.
By Default, Excel will summarize the data in the PivotTable with either a SUM or a
COUNT function depending on the type of data you
have selected.
tm.
tn.
You can change the field settings to select
different functions. For example, instead of sum of
Chip Quantity, you can display the count of Chip
Quantity.
to.
1. Click on the arrow beside the Sum of CHIP
QUANTITY in the task pane
tp.
2. Select Field Settings
tq.
3. In the Value Field Settings dialog box
displayed, choose the type of summary you
want from the scroll list
tr.
4.2
Sorting a Database
ts.
tt.
4.2.1 To Sort by More Than One Column Simultaneously

tu.
1. Select a cell on a range you want to be sorted
tv.
2. To call out the Sort dialog box, either :
Select the Editing group from the Home tab
Select Sort & Filter and then click Custom Sort to display the Sort dialog box
tw.
tx.
ty.
tz. OR
Select the Data tab
From the Sort and Filter group, click the [Sort] button and click Custom Sort
ua.
ub.
uc.
3. Select the column to sort in the Sort by box
ud.
ue.
4. Select the order you want to sort by in the Order box
uf.
5. Select the second field you want to sort by in the Then by box. Again, choose the order of
sorting (Ascending or Descending) for this sub field
ug.
6. Repeat this step if you have a third field to sort by in the next Then by box. If need be,
click on the [Add Level] button to increase the level of sort required
uh.
7. Click [OK] to sort the worksheet
ui.
uj.
uk.
ul.
Excel 2007 allows you to sort by up to 64 criteria
um.
un.
uo.
4.2.2 More Advanced Sort Options

up.
uq.
Excel provides additional options to sort your list.
ur.
1. Select the [Options] button in the Sort dialog box
us.
2. The following options are available in the Sort Options dialog box:
ut.
uu. Case sensitive: Allows uppercase text to be sorted before lowercase
uv.
uw.
Orientation:
Gives you the option to sort columns by using the
values in the rows
ux.
uy.
uz.
va.
4.3 Using Auto & Advanced Filter

vb.
vc.
Filtering is a quick and easy way to find and work with a subset of data in a list. A
filtered list displays only the rows that meet the criteria you specify for a column. Excel
provides two commands for filtering lists:
vd.
AutoFilter, which includes filter by selection, for simple criteria
Advanced Filter, for more complex criteria
ve.
vf.
Unlike sorting, filtering does not rearrange a list but hides
rows you do not want displayed
vg.
1. Click on the cell in the list you want to filter
vh.
2. To activate the filter, either :
From the Home tab, select the Editing group
Select Sort & Filter and then click Filter
vi.
vj.
vk.
vl.
vm.
vn.
vo.
Learning Activity 8: Creating PivotTables
vp.
vq.
vr. Creating PivotTables

vs.
vt.
2. Select the List Management worksheet.
vu.
3. Use the Insert tab to create a PivotTable in a new worksheet
vv.
4. Arrange the PivotTable as follows:
a. Drag the Sales Staff field to Row Labels
b. Drag the Products field to Column Labels
c. Drag the Revenue field to Values
vw.
5. Move the Sales Staff field to the Column Labels area and the Products field to the Row
Labels area
vx.
6. Move the fields back
vy.
7. Select any one of the Revenue item and add a currency symbol to the numbers as follows:
Display the Value Field Settings dialog box by either:
a. Click the [Field Settings] button from the Active Field group on the PivotTable
Tools, Design tab
vz.
wa. OR
wb.
Right-click on any Revenue item
Select Value Field Settings from the menu
wc.
wd. OR
we.
Click the Sum of Revenue in the Values area
Select Value Field Settings from the menu
wf.
Click the [Number] button
wg.
Select either Currency or Accounting format
wh.
Click [OK] and [OK] again to complete the process
wi.
8. Double-click on any number to view the details
wj.
9. To view the details for any one club, perform the following:
a. Move the Clubs field to the Report Filter
wk.
b. Select any club by clicking the drop-down arrow in the Clubs field heading in B1
c. To select more than one club, click the drop down arrow in B1 and check the box next to
Select Multiple items
d. Remove the Clubs field by dragging the field heading away from the PivotTable Field
List or uncheck the box next to Clubs
wl.
wm.
wn.
Learning Activity 9: Sorting
wo.
Sorting
wp.
wq.
2. Select the Sorting worksheet.
wr.
3. In the worksheet, sort the data by Department, Gender and Age (Descending order)
ws.
4. Save the workbook into your folder and close when done
wt.
wu.
Learning Activity 10: Using AutoFilter
wv.
ww.
wx.
wy.
Using AutoFilter

wz.
2. Select the Filter worksheet.
xa.
3. Select any cell and activate the AutoFilter command
xb.
4. Filter for Chelsea and Hat
xc.
5. Create a customer filter to display only revenue items that are less than $6,000
xd.
6. Clear the filter when you are done
xe.
7. Filter the Clubs: Liverpool, Products: Key ring or Mug and Units: >=1500
xf.
8. Clear the filter
xg.
9. Filter for Clubs: Liverpool, Products: Calendar and Units: Between 1,000 to 2,000
xh.
xi.
xj.
xk.
xl.
LESSON 5: Collaborative Editing
xm.
xn.
1.1
Working with Comments

xo.
xp.
You can attach notes to cells by using comments
xq.
1. Click the cell that you want to add the comment
xr.
In the Review tab, select Comments group
xs.
The click [New comment]
xt.
xu.
xv.
xw. OR
xx.
Right-click the cell and select Insert Comment
xy.
xz.
2. In the box, type the comment text. When you have finished, click outside the comment
box
ya.
3. You will see a small red triangle marker on the top right-hand corner of the cell. Hover
your mouse over the cell to display the comments
yb.
yc.
yd.
1.2
File Sharing
ye.
yf.
1. From the Review tab, click Share Workbook.
yg.
yh.
yi.
2. Turn on the simultaneous user feature in the Share Workbook dialog box by
checking the first box in the Editing tab
yj.
yk.
yl.
ym.
yn.
Learning Activity 11: Comments
yo.
yp.
yq. Comments
yr.
ys.
2. Select the Sales Data worksheet.
yt.
3. Show all comments
yu.
4. Hide all comments when done
yv.
5. Select cell B7 and amend the comment to Review performance next year
yw.
6. Select cell I24 and add a comment Formulae checked
yx.
7. Copy the comment in I9 to I17
yy.
8. Delete the comment in B27
yz.
9. Save the workbook when done
za.

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Advanced Microsoft 2007 Spreadsheet Function

Microsoft Excel 2007

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Advanced Microsoft 2007 Spreadsheet Function

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Advanced Microsoft 2007 Spreadsheet Function

File types in office Excel 2007

1.1.1. Excel Workbook (*.xlsx)

1.1.2. Excel Macro-Enabled Workbook (*.xlsm)

1.1.3. Excel Template (*.xltx)

1.1.4. Excel Macro-Enabled template (*.xltm)

1.1.5. Excel 97 Excel 2003 Workbook (*xls)

Use Multiple Worksheets

Copy and Move Worksheets

Right-click on the sheet tab.

Select Move or Copy

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Advanced Microsoft 2007 Spreadsheet Function

Select the Home tab. From the Cells group, click

Click Move or Copy Sheet.

3. In the To book area, select the workbook that will receive

1.2.2 Grouping Worksheets

1.2.3 Ungroup Worksheets

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Advanced Microsoft 2007 Spreadsheet Function

Right-click any grouped worksheet and select Ungroup Sheets

Split, Move and Remove a Split

1.3.1 Insert a split

2. To insert a split, either

1.3.2 Move a Split

1.3.3 Remove a Split

Double-click on the split.

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Advanced Microsoft 2007 Spreadsheet Function

Hide, Show Rows, Columns, Worksheets

1.4.1 Hide and Show Rows

Right-click on the row(s) and select Hide.

On the Format menu, point to Row, and then click Hide.

Right-click on the row(s) and select Unhide.

On the Format menu, point to Row, and then click Unhide.

1.4.2 Hide and Show Columns

Right-click on the column(s) and select Hide.

On the Format menu, point to Column, and then click Hide.

Right-click on the column(s) and select Unhide.

On the Format menu, point to Column and then click Unhide.

1.4.3 Hide and Show Worksheets

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To display hidden worksheet(s):

Double-click the name of the hidden sheet you want to display.

Select the sheet name and click [OK].

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Advanced Microsoft 2007 Spreadsheet Function

LESSON 2: FUNCTIONS AND FORMULAS

Absolute and Relative Cell Referencing

Function Syntax and Categories

2.2.1 Components of a Function

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2.2.2 Types of Function

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< Less than

Less than or equal to

2.3.3 Using the OR Function

Advanced Excel 2007 Participant's Workbook

Advanced Excel 2007 Participant's Workbook