ADVANCED

MICROSOFT EXCEL
Mel Montes
HRS Supervisor
Outline :
■ INTRODUCTIONS
■ OBJECTIVES
■ ANCHORING CELLS
■ FUNCTIONS FOR SUMMARIZING DATA
■ SORTING AND FILTERING
■ OTHER USEFUL EXCEL FUNCTIONS
■ PIVOT TABLES
■ CLOSING:
– RECAP
– QUESTIONS
Introduction :
Advanced Excel plays a very important role in
structuring & presenting data so that it looks
impressive. Once one has a good understanding of
Excel features like tables, cell styles, formatting options,
then it is necessary to make awesome Excel
workbooks. The role of this course is to teach
participants the various formulas used in Excel, how to
debug them, audit them and how to use which formula
for which occasion (and also know few alternatives for
any given formula problem).
Objectives :
1. To teach participants the advanced formulas as
well as how to use which formula for which
occasion.

2. To equip participants with the knowledge on how

to debug and audit the advanced formulas.

3. To explore the magic of analyzing data using

Advanced Excel.
Anchoring Cells :
■ F4

■ HOLDS A CELL/ROW/COLUMN POSITION FOR

FUTURE USE

■ REPRESENTED BY A ‘$’

■ EFFICIENT WHEN COPYING FORMULAS

Anchoring Cells :

=(C2-$B$2)/$B$2 =(D2-$B$2)/$B$2 =(E2-$B$2)/$B$2 =(F2-$B$2)/$B$2

ANCHORING CELLS - KEYBOARD SHORTCUTS
Exercise #1
■ PRACTICE NAVIGATING YOUR WORKSHEET
USING ONLY THE KEYBOARD

■ WHAT HAPPENS IF YOU CHANGE THE FORMULA

TO ONLY ANCHOR A ROW?

■ WHAT HAPPENS IF YOU CHANGE THE FORMULA

TO ONLY ANCHOR A COLUMN?
 COUNTIF AND SUMIF

• A HIGHER LEVEL OF SUMMARIZING DATA - ALLOWS

YOU TO ADD A CONDITION

• THINK OF AS SUM WITHIN SUMIF AND COUNT WITHIN

COUNTIF

• WHEN TO USE: DATA HAS MULTIPLE ATTRIBUTES

THAT YOU WANT TO COMPILE IN A SINGLE SUM
COUNTIF & SUMIF - SYNTAX
■ =COUNTIF(RANGE,CRITERIA)
■ =SUMIF(RANGE,CRITERIA,[SUM_RANGE])

COUNTIF(CIRCLES, YELLOW) = ?5

SUMIF(CIRCLES,BLUE,AMOUNT) = ?27
COUNTIF
SUMIF
VLOOKUP

■ “LOOKS UP” THE VALUE ASSOCIATED WITH A ROW IN

A TABLE

■ WHEN TO USE: CREATING A NEW DATA TABLE THAT

PICKS AND CHOOSES VALUES FROM ANOTHER TABLE

■ NOTE: DOES NOT SUMMARIZE, ONLY RETURNS A

SINGLE ROW
 VLOOKUP - SYNTAX

■ VLOOKUP(LOOKUP_VALUE,TABLE_ARRAY,COL_INDEX_NUMBER,[RANGE_LOOKUP])

■ NOTES:

– TABLE_ARRAY - THIS IS A RANGE. MAKE SURE TO ANCHOR CELLS!

– COL_INDEX_NUMBER - FIRST COLUMN IS 0.
– RANGE_LOOKUP - TRUE = APPROXIMATE MATCH. FALSE = EXACT MATCH.
ALMOST ALWAYS USE FALSE!
 INDEX/MATCH

■ MATCH: RETURNS THE RELATIVE POSITION OF AN ITEM

IN AN ARRAY

■ INDEX: RETURNS THE VALUE AT A CELL INTERSECTION

■ USE TOGETHER AS AN ALTERNATIVE TO VLOOKUP -

MORE FLEXIBLE THAN VLOOKUP BUT ALSO MORE
COMPLICATED
INDEX/MATCH - SYNTAX
■ INDEX(ARRAY,MATCH(LOOKUP_VALUE,TABLE
_ARRAY,[MATCH_TYPE]))

■ MATCH ACTS AS THE ROW NUMBER

■ SAME NUMBER OF ARGUMENTS AS

VLOOKUP!
 INDEX(ARRAY,MATCH(LOOKUP_VALUE,TABLE_ARRAY,[MATCH_TYPE]))

Lookup Column Return Column

Exercise #2

■ Using the data from the previous slide use

INDEX/MATCH to :

– look for the capital of South Korea

– look for the population of Indonesia
– look for the country with the smallest population
SORTING

■ ONE CLICK WILL SORT SMALL TO LARGE OR LARGE

TO SMALL

■ USE CUSTOM SORTING WHEN THE DATA TO BE

SORTED IS IN MULTIPLE COLUMNS

■ USE COLUMN HEADERS SO THAT FIRST DATA

POINT IS NOT ‘LOST’ IN THE SORTING
FILTERING
■ HELPFUL TOOL FOR DATA MINING

■ LEAVE CHECKBOXES FOR DATA YOU WANT DISPLAYED

■ WHEN USING DATES, EXCEL CREATES LEVEL OF DATA

THAT CAN BE FILTERED

■ REMOVE DUPLICATES - HIGHLIGHT TABLE AND WILL

REMOVE ROWS THAT ARE EXACTLY THE SAME. FOUND
IN THEDATA TAB.
Exercise #3

■ PRACTICE SORTING AND FILTERING DATA

TEXT FUNCTION
TEXT FUNCTION
TRIM FUNCTION
FIND FUNCTION
 NOW FUNCTION
■ EXCEL USES DAY AS ITS
MEASURE OF TIME

■ RETURNS A DATE WITH AN

INTEGER VALUE AND A
TIME AS A DECIMAL VALUE

■ USE THE NOW FUNCTION

TO MEASURE THE
DIFFERENCE OF THE
CURRENT DATE AND A
PREVIOUS DATE
DATE FUNCTION
INT FUNCTION
Exercise #4
■ PRACTICE THE FF. FUNCTIONS :

– TEXT
– TRIM
– FIND
– NOW
– DATE
– INT
PIVOTTABLES
■ CREATES A DRAG AND DROP TABLE BASED ON YOUR
DATA - LETS YOU QUICKLY ANALYZE MANY ROWS OF
DATA AS IF IT WERE A DATABASE, WITHOUT THE
DATABASE

■ FOUND ON DATA TAB

■ SELECT ALL DATA AND PRESS BUTTON

• SPECIFY THE DIMENSION BY WHICH TO
SEGMENT IN ROW LABELS

• SET WHAT KIND OF COMPUTATION YOU WANT

IN THE VALUE FIELD

• E.G. AVERAGE, COUNT, SUM, MAXIMUM

VALUE

• ANALYZE TWO SEGMENTS AGAINST EACH

OTHER BY SELECTING A DIMENSION FOR
COLUMN LABELS

• FILTER OUT UNWANTED DATA BY PLACING A

DIMENSION IN THE REPORT FILTER
Exercise #5

■ PRACTICE PIVOTTABLE
RECAP
■ FUNCTIONS - COUNTIF, SUMIF, VLOOKUP, INDEX,
MATCH, LEFT, RIGHT, MID, LEN, TRIM, FIND, NOW, DATE,
INT

■ KEYBOARD SHORTCUTS - ANCHORING CELLS,

NAVIGATING, FILLING FORMULAS

■ SEARCH & FILTER

■ CREATE A PIVOTTABLE
QUESTIONS????
References

■ Google

■ Eric Metelka

■ Ablebits.com

■ HRS
Thank You