Introduction to Computer Applications

MS Excel
 Summary of the Last week
• Exploring & identifying MS Excel user interface elements.
• Moving around worksheets.
• Selecting cells, rows, and columns.
• Editing & formatting worksheets.
• Inserting & deleting rows and columns.
• Deleting rows & columns.
• Changing row heights & column widths.
• Hiding & unhiding rows & columns.
• Selecting worksheets
• Navigating between worksheets
• Renaming worksheets
• Inserting & deleting worksheets
• Moving & copying worksheets
• Switching between MS Excel views
• Freezing & unfreezing panes
• Using templates
 Learning Objectives
Understand and apply the following skills:

• How to enter a formula.

• How to edit a formula.

• How to use parentheses to change the operators precendence.

• How to copy/paste a formula.

• How to choose between the paste options (Paste,Values, Formulas, Formatting, and
Pase Special).

• How to insert a function.

• How to use the count functions (Count, Countif, and Countifs).

• How to use the sum functions (Sum, Sumif, and Sumifs).

• How to use the logical functions (If, And, and Or).

• How to use the statistical functions (Average, Averageif, Median, Mode, Standard
Deviation, Min, Max, Large, and Small).
 Outlines
 Formulas and Functions
 Entering a Formula
 Editing a Formula
 Changing the Operators Precedence
 Copying/Pasting a Formula
 Paste Options
• Paste
• Values
• Formulas
• Formatting
• Pase Special
 Inserting a Function
 Count Functions (Count, Countif, Countifs)
 Sum Functions (Sum, Sumif, Sumifs)
 Logical Functions (If, And, Or)
 Statistical Functions (Average, Averageif, Median, Mode, Standard Deviation, Min,
Max, Large, and Small).
 Formulas and Functions

• A formula is an expression which calculates the value of a cell.

• Functions are predefined formulas, and are already available in Excel.
• For example, cell A3 below contains a formula which adds the value of cell A2 to the
value of cell A1.

• For example, cell A3 below contains the SUM function which calculates the sum of
the range A1:A2
 Entering a Formula
To enter a formula, execute the following steps.
1. Select a cell.
2. To let Excel know that you want to enter a formula, type an equal sign (=).
3. For example, type the formula A1+A2.

Tip: instead of typing A1 and A2, simply select cell A1 and cell A2.
4. Change the value of cell A1 to 3.

Excel automatically recalculates the value of cell A3. This is one of Excel's most
powerful features!
 Editing a Formula

When you select a cell, Excel shows the value or formula of the cell in the formula bar.

To edit a formula:
1. click in the formula bar and change the formula.

2. Press Enter
 Operator Precedence

Excel uses a default order in which calculations occur. If a part of the formula is in
parentheses, that part will be calculated first. It then performs multiplication or division
calculations. Once this is complete, Excel will add and subtract the remainder of your
formula. See the example below.

First, Excel performs multiplication (A1 * A2). Next, Excel adds the value of cell A3 to this
result.
Another example,

First, Excel calculates the part in parentheses (A2+A3). Next, it multiplies this result by
the value of cell A1.
 Copying/Pasting a Formula

When you copy a formula, Excel automatically adjusts

the cell references for each new cell the formula is
copied to. To understand this, execute the following
steps.
 Copying/Pasting a Formula

When you copy a formula, Excel automatically adjusts

the cell references for each new cell the formula is
copied to. To understand this, execute the following
steps.
1. Enter the formula shown below into cell A4.
 Copying/Pasting a Formula

When you copy a formula, Excel automatically adjusts

the cell references for each new cell the formula is
copied to. To understand this, execute the following
steps.
1. Enter the formula shown below into cell A4.
2. Select cell A4, right click, and then click Copy (or press CTRL + c), and then select cell
B4, right click, and then click Paste under 'Paste Options:' (or press CTRL + v).Or You
can also drag the formula to cell B4. Select cell A4, click on the lower right corner of
cell A4 and drag it across to cell B4. This is much easier and gives the exact same result!
 Copying/Pasting a Formula

When you copy a formula, Excel automatically adjusts

the cell references for each new cell the formula is
copied to. To understand this, execute the following
steps.
1. Enter the formula shown below into cell A4.
2. Select cell A4, right click, and then click Copy (or press CTRL + c), and then select cell
B4, right click, and then click Paste under 'Paste Options:' (or press CTRL + v).Or You
can also drag the formula to cell B4. Select cell A4, click on the lower right corner of
cell A4 and drag it across to cell B4. This is much easier and gives the exact same result!

Result. The formula in cell B4 references

the values in column B.
 Paste Options - the Paste Option

The Paste option pastes everything.

1. Select cell B5, right click, and then click Copy (or press CTRL + c).
2. Select cell F5, right click, and then click Paste under 'Paste Options:' (or press CTRL + v).

Result
 Paste Options - the Values Option

The Values option pastes the result of the formula.

1. Select cell B5, right click, and then click Copy (or press CTRL + c).
2. Select cell D5, right click, and then click Values under 'Paste Options:'

Result
 Paste Options - the Formulas Option

The Formulas option only pastes the formula.

1. Select cell B5, right click, and then click Copy (or press CTRL + c).
2. Select cell F5, right click, and then click Formulas under 'Paste Options:'

Result
 Paste Options – the Formatting Option

The Formatting option only pastes the formatting.

1. Select cell B5, right click, and then click Copy (or press CTRL + c).
2. Select cell D5, right click, and then click Formatting under 'Paste Options:'

Result

Note: the Format Painter copy/pastes formatting even quicker.

 Paste Options – the Paste Special Option

The Paste Special dialog box offers many more paste options. To launch the Paste Special
dialog box, execute the following steps.
1. Select cell B5, right click, and then
click Copy (or press CTRL + c).
2. Next, select cell D5, right click, and then
click Paste Special.
 Paste Options – the Paste Special Option

The Paste Special dialog box offers many more paste options. To launch the Paste Special
dialog box, execute the following steps.
1. Select cell B5, right click, and then
click Copy (or press CTRL + c).
2. Next, select cell D5, right click, and then
click Paste Special.
3. The Paste Special dialog box appears.

4. Choose the option that fits you, then click OK.

 Inserting a Function
To insert a function, execute the following steps.
1. Select a cell.
 Inserting a Function
To insert a function, execute the following steps.
1. Select a cell.
2. Click the Insert Function button.
 Inserting a Function
To insert a function, execute the following steps.
1. Select a cell.
2. Click the Insert Function button.
3.The Insert Function dialog box appears, search for a
function or select a function from a category.
For example, choose COUNTIF from the Statistical
category.
 Inserting a Function
To insert a function, execute the following steps.
1. Select a cell.
2. Click the Insert Function button.
3.The Insert Function dialog box appears, search for a
function or select a function from a category.
For example, choose COUNTIF from the Statistical
category.
4. Click OK, the Function Arguments dialog box appears.
5. Click in the Range box and select the range A1:C2.
6. Click in the Criteria box and type >5.
 Inserting a Function
To insert a function, execute the following steps.
1. Select a cell.
2. Click the Insert Function button.
3.The Insert Function dialog box appears, search for a
function or select a function from a category.
For example, choose COUNTIF from the Statistical
category.
4. Click OK, the Function Arguments dialog box appears.
5. Click in the Range box and select the range A1:C2.
6. Click in the Criteria box and type >5.
7. Click OK.

Result. Excel counts the number of cells that

are higher than 5.
 Count Functions- the COUNT Function

To count the number of cells that contain numbers, use the following COUNT
function.
 Count Functions – the COUNTIF Function

To count cells based on one criteria (for example, higher than 9), use the following
COUNTIF function.
Note: in contrast to the COUNT function, cells can contain text as well.
 Count Functions – the COUNTIFS Function

To count cells based on multiple criteria (for example, green and higher than 9), use
the following COUNTIFS function.
 Sum Functions - the SUM Function

To sum a range of cells, use the following SUM function.

 Sum Functions - the SUMIF Function

To sum cells based on one criteria (for example, higher than 9), use the following SUMIF
function (two arguments).
 Sum Functions - the SUMIFS Function

To sum cells based on multiple criteria (for example, blue and green), use the following
SUMIFS function (first argument is the range to sum).
 Logical Functions - the IF Function

The IF Function checks whether a condition is met, and returns one value if TRUE and
another value if FALSE.
Select cell C2 and enter the following function.

The IF function returns Correct because the value in cell A1 is higher than 10.
 Logical Functions - the AND Function

The AND Function returns TRUE if all conditions are true and returns FALSE if any of
the conditions are false.
Select cell D2 and enter the following formula.

The AND function returns FALSE because the value in cell B2 is not higher than 5. As a
result the IF function returns Incorrect.
 Logical Functions - the OR Function

The OR Function returns TRUE if any of the conditions are TRUE and returns FALSE
if all conditions are false.
Select cell E2 and enter the following formula.

The OR function returns TRUE because the value in cell A1 is higher than 10. As a result
the IF function returns Correct.

General note: the AND and OR function can check up to 255 conditions
 Statistical Functions – the AVERAGE Function

To calculate the average of a range of cells, use the following AVERAGE function.
 Statistical Functions – the AVERAGEIF Function

To average cells based on one criteria, use the following AVERAGEIF function.
For example, to calculate the average excluding zeros.

Note: <> means not equal to

 Statistical Functions – the MEDIAN Function

To find the median (or middle number), use the following MEDIAN function.

Check:
 Statistical Functions – the MODE Function

To find the most frequently occurring number, use the following MODE function
 Statistical Functions – the STEDV Function

To calculate the standard deviation, use the following STEDV function.

 Statistical Functions – the MIN Function

To find the minimum value, use the efollowing MIN function.

 Statistical Functions – the MAX Function

To find the maximum value, use the following MAX function.

 Statistical Functions – the LARGE Function

To find the third largest number, use the following LARGE function.

Check:
 Statistical Functions – the SMALL Function

To find the second smallest number, use the following SMALL function

Check: