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Date Version Description Author
1 Overall Description..................................................................................................................5
2 EXCEL Major Operations.........................................................................................................5
3 Major Functions.....................................................................................................................16
4 Summary................................................................................................................................24
Introduction to EXCEL Major Functions and Operations Internal
1 Overall Description
Excel is a useful tool for the network planning & optimization engineers. It plays an important
role in database maintenance, data modification and traffic statistic data analysis.
Usually, we select the data required in the table by dragging the mouse, but it is hard to
control to select numerous data in that way. The key combination SHIFT + CTRL + direction
key just helps to select numerous data conveniently.
Function: Starting from the current cell, select the cells down the specified direction till the
first blank cell is found. As shown in Figure 1.
Figure 1: CTRL + SHIFT + direction key
Dragging the mouse while pressing the Ctrl button (fill cells or serials)
Steps: Select a cell or multiple cells to be copied, and put the mouse in the right lower
corner of the last cell selected. When the pointer becomes a cross then press the Ctrl button and
drag the mouse to the last destination cell and then release the mouse. For numeric cells, there
are two options: fill cells and fill serials. For others, there is only one option: fill cells.
Figure 2 Drag the mouse while pressing the left Ctrl button (fill serials)
Figure 3 Drag the mouse while pressing the Ctrl button (fill cells)
Notes: Using Ctrl key can shift the operation between the fill cell and serials.
Steps: Select the worksheets to be modified using the key combination: Ctrl + left mouse
button, and then input the new data in the cell of any worksheet.
Figure 4 Modify data of the cells in the same location of some worksheets
Steps: Select the cells whose data is to be cut, and put the mouse in the left upper corner of
the selected scope. When the mouse becomes , drag the mouse to the destination while
Status bar
There is a status bar at the left lower of the Excel window, indicating the current operations
such as Sum, Average, Max./Min. and so on.
Conditional format
Excel can help to display items properties visually, such as whether the sites are enabled, as
shown in Figure 6.
Steps: Select a cell or multiple cells or the whole column. Click [Format/Conditional format]
in the menu bar.
ungroup group
Steps: Select [Data/Validation] to pop up the [Data validation] interface. Then follow the
instruction to input the corresponding information in the interface, as shown in Figure 10.
Figure 10 Creation of pull-down list
Must be list
Click here to
select the whole
table
Page break
Move the
mouse here to
adjust the page
Steps: Click [View-/Page break preview], and then follow the prompt popped up to adjust the
page size.
If input “$C4” in the formula bar for D4, the formula of E4 is still “$C4” when dragging D4 to
E4, while that of D5 becomes “$C5” when dragging D4 down to D5.
If input “= C$4” in the formula bar for D4, the formula of E4 becomes “D$4" when dragging
D4 to E4, and that of D5 is still “C$4” when dragging D4 down to D5.
If input “=$C$4” in the formula bar for D4, then the auto filling formula of any cell the mouse
moves to is also “=$C$4”.
In conclusion, once the row code is added with “$" ahead, the formula of the cells in the
same row will keep consistent with that of that cell. Likewise, once the column No. is added with
“$" ahead, the formula of the cells in the same column will keep consistent with that of that
column.
Steps: Select cells to be printed. Select [File/Print Area/Set Print Area]. Then only those cells
selected will be printed out. The user can also click the [Print Preview] button to view the
contents to be printed out.
The user can also cancel the preset print area by selecting [File/Print Area/Clear Print Area].
Formula auditing
Formula auditing function is used to query the details about the formula being used.
Figure 14 Formula auditing
Formula
auditing tools bar
Steps: Right click at the blank area in the tools bar and select Formula auditing. Select the
cell where the formula to be queried is and click the corresponding button in the formula auditing
tools bar to get the corresponding information.
3 Major Functions
Excel provides various functions to perform data processing. Here is a brief introduction to
the major functions.
Vlookup
Searches for a value in the leftmost column of a table, and then returns a value in the same
row from a column you specify in the table.
Format:
VLOOKUP(lookup_value , table_array , col_index_num,range_lookup, false/true)
Parameter description:
Lookup_value is the value to be found in the first column of the array. Lookup_value can
be a value, a reference, or a text string.
Table_array is 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.
Col_index_num is the column number in table_array from which the matching value must
be returned.
False/true: If range_lookup is TRUE, the values in the first column of table_array must be
placed in ascending order: ..., -2, -1, 0, 1, 2, ..., A-Z, FALSE, TRUE; otherwise VLOOKUP may
not give the correct value. If range_lookup is FALSE, table_array does not need to be sorted.
HEX2DEX/DEC2HEX
HEX2DEX/DEC2HEX is responsible for the inter-conversion between decimal and
hexadecimal. This function isn’t loaded as default, you should add this function manually by
doing as the following:
1. Click “tools” menu
2. Click “Add-Ins”
3. In the dialog box choose “Analysis ToolPak-VBA”
Note: Because some functions aren’t loaded automatically, so if you can’t use them in Excel,
you can try as showing above to add the function library that contains the corresponding
functions first. Except the Analysis ToolPak function library, Excel also includes others.
MID
MID returns a specific number of characters from a text string, starting at the position you specify,
based on the number of characters you specify.
Format MID(source string, starting address, ending address)
LEFT/RIGHT
RIGHT returns the last character or characters in a text string, based on the number of
characters you specify. LEFT returns the first character or characters in a text string, based on
the number of characters you specify.
Format: Left/Right(Source string, number of character)
MAX/MIN
Returns the largest value in a set of values. Returns the smallest number in a set of values.
MAX/MIN(Range)
SUMIF / COUNTIF
Count number of cells within a range that meet the given condition.
SUMIF
SUMIF(range,criteria,sum_range)
Range is the range of cells you want evaluated.
Criteria is the criteria in the form of a number, expression, or text that defines which cells
will be added. For example, criteria can be expressed as 32, "32", ">32", "apples".
Sum_range are the actual cells to sum.
COUNTIF(range,criteria)
Range is the range of cells from which you want to count cells.
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 32, "32", ">32", "apples"
IF
Large
Returns the k-th largest value in a data set. You can use this function to select a value based on
its relative standing. For example, you can use LARGE to return the highest, runner-up, or third-
place score.
Sumproduct
Multiplies corresponding components in the given arrays, and returns the sum of those products.
SUMPRODUCT(array1,array2,array3, ...)
Array1, array2, array3, ... are 2 to 30 arrays whose components you want to multiply and
then add.
The array arguments must have the same dimensions. If they do not, SUMPRODUCT
returns the #VALUE! error value.
SUMPRODUCT treats array entries that are not numeric as if they were zeros.
MACRO
If you perform a task repeatedly in Microsoft Excel, you can automate the task with a macro. A
macro is a series of commands and functions are stored in a Microsoft Visual Basic module
which can be run whenever you need to perform the task.
For example, if you often enter long text strings in cells, you can create a macro to format
those cells so that the text wraps.
Macro can be classified into two categories:
1. Macro without user interface.
It is lack of interactive capability since it can not enable user input and other operations.
Therefore, it is just for special use.
It can be started with the key combination ALT+F8.
Create a macro
Record a macro
How?
On the Tools menu, click Options.
Click the Security tab.
Under Macro Security, click Macro Security.
Click the Security Level tab, and then select the security level you want to use.
2. On the Tools menu, point to Macro, and then click Record New Macro.
3. In the Macro name box, enter a name for the macro(macro: An action or a set of actions
you can use to automate tasks. Macros are recorded in the Visual Basic for Applications
programming language.).
Notes:
The first character of the macro name must be a letter. Other characters can be letters,
numbers, or underscore characters. Spaces are not allowed in a macro name; an underscore
character works well as a word separator.
Do not use a macro name that is also a cell reference or you can get an error message that
the macro name is not valid.
4. If you want to run the macro by pressing a keyboard shortcut key (shortcut key: A function
key or key combination, such as F5 or CTRL+A, that you use to carry out a menu command. In
contrast, an access key is a key combination, such as ALT+F, that moves the focus to a menu,
command, or control.) , enter a letter in the Shortcut key box. You can use CTRL+ letter (for
lowercase letters) or CTRL+SHIFT+ letter (for uppercase letters), where letter is any letter key on
the keyboard. The shortcut key letter you use cannot be a number or special character such as
@ or #.
Note:
The shortcut key will override any equivalent default Microsoft Excel shortcut keys while the
workbook that contains the macro is open.
5. In the Store macro in box, click the location where you want to store the macro.
If you want a macro to be available whenever you use Excel, select Personal Macro
Workbook.
6. If you want to include a description of the macro, type it in the Description box.
Click OK.
7. If you want the macro to run relative to the position of the active cell, record it using
relative cell references. On the Stop Recording toolbar, click Relative Reference so that it is
selected. Excel will continue to record macros with relative references until you quit Excel or until
you click Relative Reference again, so that it is not selected.
toolbar you want. If the button you want doesn't appear, click More Buttons.),click Copy .
8. Switch to the module where you want to place the code.
Click Paste.
Tip
You can view your Personal Macro Workbook file (Personal.xls) at any time by opening it in
the Visual Basic Editor (Visual Basic Editor: An environment in which you write new and edit
existing Visual Basic for Applications code and procedures. The Visual Basic Editor contains a
complete debugging toolset for finding syntax, run-time, and logic problems in your code.)
(Alt+F11). Because Personal.xls is a hidden workbook that is always open, you must unhide it if
you want to copy a macro.
Here is an example to create an MACRO with VBA
Figure 17 Create an MACRO with VBA
4 Summary
This document is presented to give a brief introduction to some major operations and
functions. To master Excel operation skills, continuous study and frequent practice are required.