1.

Advanced Formulas

In this lesson, you will learn...

1. About naming and labeling cells and ranges of cells.

2. To use names and labels in formulas.

3. To create formulas that span multiple worksheets.

4. To use the conditional IF function and its variants in formulas.

5. To use the PMT function to calculate payments

Y for loans.

6. To use the LOOKUP function.

7. To use the VLOOKUP function.

8. To use the HLOOKUP function.

9. To use the CONCATENATE function to join the contents of numerous cells.

10. To use the TRANSPOSE function.

11. To use the PROPER, UPPER, and LOWER functions to alter the casing of text.

12. To use the LEFT, RIGHT, and MID functions to return characters from the start or end of a string, or a specific
number of text characters.

13. To use various date functions.

Using Named Ranges in Formulas

Some of the advantages to naming and labeling cells include:

1. Using names can make it easier to understand what a formula does (e.g., =Q3Sales*Commission).

2. Names work throughout a workbook, so using names can simplify the process of creating formulas that span
multiple sheets.

Here is a list of things you need to know about cell names:

1. The first character of a name must be either a letter, a backslash (\), or an underscore (_).

2. Other (non-first) characters can be letters, numbers, underscores, or periods.

3. Spaces cannot be used.

4. The maximum number of characters in a name is 255.

5. Anything that could be a cell reference (e.g., C10, $B$7) cannot be used as a name.

6. Names are not case sensitive (e.g., the names "total", "Total", and "TOTAL" are the same in Excel).

Naming a Single Cell

To name a cell:

1. Select the cell you wish to name.

2. In the Name Box (to the left of the formula bar), type the name:

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3. Press Enter .

Naming a Range of Cells

To name a range of cells:

1. Select the cells in the range you wish to name.

2. Y bar), type the name:

In the Name Box (to the left of the formula

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3. Press Enter .

Naming Multiple Single Cells Quickly

To quickly name cells using their row and column headings:

1. Select the rows and columns containing the range you wish to name:
2. On the Formulas tab, in the Defined Names group, click the Create from Selection command:

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3. In the Create Names from Selection dialog box, check the desired boxes and click OK :

4. In the following image, cells can now be referred to using the row and column headings:
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Exercise 1 Using Named Ranges in Formulas

10 to 20 minutes

In this exercise, you will practice naming cells and will use named cells in a formula.

1. Open Using Names.xlsx from your Excel2016.2/Exercises folder.

2. Name cell B1 "Quarterly Income".

3. Use the Create from Selection command to name cells in the range A3:E8.

4. Using only names in your formulas, answer the questions in column A of the worksheet.

Exercise Solution
1. To name cell B1:

A. Select cell B1.

B. Type "QuarterlyIncome" in the Name Box and press Enter :

2. To name cells A3:E8:

A. Select cells A3:E8.

B. On the Formulas tab, in the Defined Names group, click the Create from Selection command:

C. YA dialog box, check Top row and Left column and click OK :
In the Create Names from Selection
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3. To answer the questions in column A of the worksheet:

A. How much was spent on Clothes and Fun Stuff in January? Type

"=Jan Clothes+Jan Fun_Stuff".

B. How much was spent on Groceries in Jan and Mar? Type

"=Jan Groceries+Mar Groceries".

C. What % of Quarterly Income did Electric account for from Jan to Mar? Type "=Total
Electric/QuarterlyIncome".

Hint: If step 3 isn't working for you, make sure that you named cell B1 "QuarterlyIncome" with
no space and that you did not include a space within "QuarterlyIncome" in the formula for B13.
Using Formulas That Span Multiple Worksheets

To create a formula that spans multiple worksheets:

1. If you haven't named cells, then:

A. Select the sheet and cell into which you wish to type the formula.

B. Type "=".

C. Select the sheet that includes the data you will use in your formula.

D. Select the cell that contains the data.

E. Enter an operator (+, -, *, /).

F. Either select another cell in that sheet or select another sheet and cell to complete the formula.

2. If your formula contains named cells or ranges, simply:

A. Select the sheet and cell into which you wish to type the formula.

B. Type "=".

C. Enter the formula using names.

Exercise 2 Entering a Formula Using Data in Multiple Worksheets

. .
10 to 20 minutes

In this exercise, you will enter a formula using data from multiple sheets first without names and then using named
cells.

1. Open Multiple Worksheets.xlsx from your Excel2016.2/Exercises folder.

2. Answer the questions in rows 3, 4, and 5 of Sheet2 using the data in Sheet1 without using named cells.

3. Answer the questions in rows 10, 11, and 12 of Sheet2 using the data in Sheet1 using named cells. Note:
The cells are already named.

Exercise Solution

1. To answer the questions in rows 3, 4, and 5:

A. How much was spent on Clothes and Fun Stuff in January?

i. Type "=".

ii. Select Sheet1 by clicking on it.

iii. Select cell B7.

iv. Type "+".

v.Select cell B8.

 vi. Press Enter .

vii. The formula you entered will read: "=Sheet1!B7+Sheet1!B8".

B. How much was spent on Groceries in Jan and Mar?

i. Type "=".

ii. Select Sheet1 by clicking on it.

iii. Select cell B4.

iv. Type "+".

v.Select cell D4.

vi. Press Enter .

vii. The formula you entered will read: "=Sheet1!B4+Sheet1!D4".

C. What percent of Quarterly Income did Electric account for from Jan to Mar?

i. Type "=".

ii. Select Sheet1 by clicking on it.

iii. Select cell E5.

iv. Type "/".

v.Select cell B1.

vi. Press Enter .

vii. The formula you entered will read: "=Sheet1!E5/QuarterlyIncome".

2. To answer the questions in rows 10, 11, and 12:

A. How much was spent on Clothes and Fun Stuff in January? Type

"=Jan Clothes+Jan Fun_Stuff".

B. How much was spent on Groceries in Jan and Mar? Type

"=Jan Groceries+Mar Groceries".

C. What percent of Quarterly Income did Electric account for from Jan to Mar? Type "=Total
Electric/QuarterlyIncome".

Using the IF Function

The IF function can be used to execute formulas only under certain conditions or to execute different formulas
based on specified conditions. This is known as conditional logic. To use the IF function, you need to know:

1. Logical Test. This is simply the thing you want to test. For example:

A. If the number is greater than 10, then...

B. If the value is "blue", then...

2. Value if True. This is the value to return if the requirement is met (the logical test is true).

3. Value if False. This is the value to return if the requirement is not met (the logical test is false).

Here are some things to know about the IF function:

1. In plain English, the IF function says: If X condition is true, put Y value in this cell; otherwise, put Z value in
the cell.

2. The value returned by the IF function can be a number, text, a formula, or a reference to another cell.

3. Enter "" (open and close quotes) if you do not wish to return a value.

4. You can test up to seven conditions by nesting IF functions within the original IF function. Here is an example
in which nested IF functions are used to return grades:
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To use the IF function:

1. .
On the Formulas tab, in the Function Library group, click the Insert Function command: .

2. In the Insert Function dialog box:

A. Search on "IF" or, in the Or select a category drop-down box, select Logical .

B. Under Select a function , select IF .

C. Click OK .
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3. In the Function Arguments dialog box:

A. Enter the logical test (e.g., B2>10, B2<C2, B2="Blue").

B. Type in the value if true.

C. Type in the value if false.

D. Click OK .

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Using AND/OR Functions

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The AND and OR functions are similar to the IF function in that they are logical functions.

The syntax of the AND function is: =AND(logical1,logical2, ...). It returns TRUE if all arguments are true. The syntax
of the OR function is: =OR(logical1,logical2, ...). It returns TRUE if any arguments are true.

Note that when you see a small picture of a worksheet with a red arrow on it next to a data entry field, you
can Tclick this image to select a cell, rather than typing the cell's location
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 2. The Function Arguments dialog box opens up. Click a cell and the cell's location appears in the
Function Arguments dialog box. Click the image to the far right of the Function Arguments dialog
box to return to the previous dialog box:

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This is especially useful when referring to cells on a separate worksheet.

Here are some examples of the IF statement in use:

1. =IF(A1=B1,"Same","Different"):
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2. =IF(A1="Blue",B1,C1):

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3. =IF(A1>100,"Victory!","Try again."):
Using the SUMIF, AVERAGEIF, and COUNTIF Functions

SUMIF
There are a few variations of the IF function that may be useful to be aware of when working with Excel.

The SUMIF function is a variation of the IF function, which allows you to specify criteria for a sum. For example, you
may want to sum only the numbers in a column that are above 100.

To use SUMIF, you need to know:

1. range. The range of cells to which you want to apply the criteria.

2. criteria. This can be text, numbers, a function, or an expression. For example, the criteria could be > 100.

AVERAGEIF
AVERAGEIF does what it sounds like: it averages a range of cells. For example, you could average students'
grades in a spreadsheet.

To use AVERAGEIF, you need to know:

1. range. Enter a range of at least two cells to which to apply the criteria.

2. criteria. The criteria is defines what is to be averaged, such as numbers, expressions, and text.

COUNTIF
The COUNTIF function allows you to count the number of cells in a range that meet the criteria you specify. For
example, you can count the number of students who received As.

To use the COUNTIF function, you need to know:

1. range. Enter a range of at least two cells to which to apply the criteria.

2. criteria. The criteria is defines what is to be averaged, such as numbers, expressions, and text.

Exercise 3 Using the IF Function

15 to 25 minutes
In this exercise, you will practice using the IF function.

1. Open Functions.xlsx from your Excel2016.2/Exercises folder and go to the sheet named "IF".

2. Use the IF function to enter "Yes" or "No" in column E based on whether revenue from each customer
exceeded $10,000 (i.e., if revenue exceeded $10,000, enter "Yes"; otherwise, enter "No").

3. Use the IF function to enter "Yes" or "No" in column F based on whether the number of purchases from each
customer was greater than or equal to 20 (i.e., if # of purchases exceeded 19, enter "Yes"; otherwise, enter
"No".)

4. Use the IF function to enter the revenue received from customers located in Utica, and only Utica, in column
G (i.e., if the customer is located in Utica, enter revenue; otherwise, leave blank).

Exercise Solution

1. Use the IF function to enter "Yes" or "No" in column E based on whether revenue from each customer
exceeded $10,000.

A. The information you need to enter this formula is:

i. Logical Test: If revenue is greater than $10,000, then...

ii. Value if True: "Yes"

iii. Value if False: "No"

B. The formula is: =IF(B2>10000,"Yes","No")

C. Enter the formula using the Insert Function command:

i. Select cell E2.

ii. On the Formulas tab, in the Function Library group, click the Insert Function command:

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iii. In the Insert Function dialog box:

a. Search on "IF" or, in the Or select a category drop-down box, select Logical .

b. Under Select a function , select IF .

c. Click OK .
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iv. In the Function Arguments dialog box, enter the following values and click OK :

a. Logical_test : B2>10000

b. Value_if_true : "Yes"

c. Value_if_false : "No"

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2. Use the IF function to enter "Yes" or "No" in column F based on whether the number of purchases from each
customer was greater than or equal to 20.

A. The information you need to enter this. formula is: .

i. Logical Test: If the number of purchases is greater than 19, then...

ii. Value if True: "Yes"

iii. Value if False: "No"

B. The formula is: =IF(C2>19,"Yes","No")

C. Enter the formula using the Insert Function command:

i. Select cell F2.

ii. On the Formulas tab, in the Function Library group, click the Insert Function command:
 iii. In the Insert Function dialog box:

a. Search on "IF" or, in the Or select a category drop-down box, select Logical .

b. Under Select a function , select IF .

c. Click OK .

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iv. In the Function Arguments dialog box, enter the following values and click OK :

a. Logical_test : C2>19

b. Value_if_true : "Yes"

c. Value_if_false : "No"

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v. Copy the formula from cell F2 to cells F3:F8.

3. Use the IF function to enter the revenue received from customers located in Utica, and only Utica, in column
G.
A. The information you need to enter this formula is:

i. Logical Test: If city is Utica, then...

ii. Value if True: Revenue (B2)

iii. Value if False: None ("")

B. The formula is: =IF(D2="Utica",B2,"")

C. Enter the formula using the Insert Function command:

i. Select cell G2.

ii. On the Formulas tab, in the Function Library group, click the Insert Function command:

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iii. In the Insert Function dialog box:

a. Search on "IF" or, in the Or select a category drop-down box, select Logical .

b. Under Select a function , select IF .

c. Click OK .
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iv. In the Function Arguments dialog box, enter the following values and click OK :

a. Logical_test : D2>"Utica"

b. Value_if_true : B2

c. Value_if_false : ""
 v. Copy the formula from cell G2 to cells G3:G8.

Using the PMT Function

The PMT function is used to calculate payments on loans. In order to use the PMT function, you need to know:

1. Rate. The interest rate.

2. Nper. The number of payments.

3. Pv. The present value of the future payments, or the amount of the loan.

4. Fv. The future value, or the cash balance after the final payment has been made.

5. Type. Whether the payments are made at the

. beginning or end of each period.

To use the PMT function:

1. On the Formulas tab, in the Function Library group, click the Insert Function command:

2. In the Insert Function dialog box:

A. Search on "Payment" or, in the Or select a category drop-down box, select Financial .

B. Under Select a function , select PMT .

C. Click OK .
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3. In the Function Arguments dialog box:

A. Enter the interest rate ( Rate ) or the cell in which it is located. If your worksheet contains the annual
interest rate and payments will be made monthly, then select the annual rate and divide by 12.

B. Enter the number of payments ( Nper ).

C. Enter the present value ( Pv ).

D. Enter the future value ( Fv ). If you leave this blank, Excel will assume the future value is $0.

E. For Type , enter "0" if payments are made at the end of the period and "1" if payments are made at the
beginning of the period. If you leave this blank, Excel will assume payments are made at the end of the
period.

F. Click OK .

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Here are some examples:

1. To calculate a 24-month $3,000 loan with 9% interest, assuming the loan is to be completely paid off and
payments are made at the end of each period: A. =PMT(0.09/12,24,3000,0,0) or =PMT(0.09/12,24,3000):

2. To calculate a 15-year $200,000 loan with 6% interest, assuming half the loan is to be paid off and payments
are made at the end of each period:
A. =PMT(0.06/12,180,200000,100000):
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Note that 15 years = 180 months.

3. To calculate a 15-year $200,000 loan with 6% interest, assuming half the loan is to be paid off and payments
are made at the beginning of each period:

A. =PMT(0.06/12,180,200000,100000,1):
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Exercise 4 Using the PMT Function

15 to 25 minutes

In this exercise, you will...

1. Open Functions.xlsx from your Excel2016.2/Exercises folder and go to the sheet named "PMT".

2. Calculate the payments for Loans 1, 2, 3, and 4.

3. Assume you purchased a house for $240,000 and took out a 30-year mortgage for the whole amount with an
interest rate of 6%. What is your payment? Enter the formula in cell B9.

4. Assume you purchased a car for $29,000 and took out a loan for the whole amount with an interest rate of
9%. You are to pay off $20,000 of the loan in 4 years. Payments are to be made at the beginning of each
 period. What is your payment? Enter the formula in cell B10.

Exercise Solution

1. Loan 1:

A. Formula: "=PMT(C2/12,D2,B2,E2)"

B. Solution:

i. On the Formulas tab, in the Function Library group, click the Insert Function command:

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ii. In the Insert Function dialog box, select PMT and click OK :

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iii. In the Function Arguments dialog box, enter the following values and click OK :

a. Rate : C2/12

b. Nper : D2

c. Pv : B2

d. Fv : E2

e. Type : Leave blank.

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2. Loan 2:

A. Formula: "=PMT(C3/12,D3,B3)"

B. Solution:

i. On the Formulas tab, in the Function Library group, click the Insert Function command.

ii. In the Insert Function dialog box, select PMT and click OK .

iii. In the Function Arguments dialog box, enter the following values and click OK :

b. Nper : D3

c. Pv : B3

d. Fv : Leave blank.

e. Type : Leave blank.

3. Loan 3:

A. Formula: "=PMT(C4/12,D4,B4)"

B. Solution:
 i. On the Formulas tab, in the Function Library group, click the Insert Function command.

ii. In the Insert Function dialog box, select PMT and click OK .

iii. In the Function Arguments dialog box, enter the following values and click OK :

a. Rate : C4/12

b. Nper : D4

c. Pv : B4

d. Fv : Leave blank.

e. Type : Leave blank.

4. Loan 4:

A. Formula: "=PMT(C5/12,D5,B5,E5,1)"

B. Solution:

i. On the Formulas tab, in the Function Library group, click the Insert Function command.

ii. In the Insert Function dialog box, select PMT and click OK .

iii. In the Function Arguments dialog box, enter the following values and click OK :

a. Rate : C5/12

b. Nper : D5

c. Pv : B5

d. Fv : E5

e. Type : 1.
5. Assume you purchased a house for $240,000 and took out a 30-year mortgage for the whole amount with an
interest rate of 6%. What is your payment?

A. The formula is: =PMT(0.06/12,360,240000)

B. To solve this using the Insert Function command:

i. On the Formulas tab, in the Function Library group, click the Insert Function command.

ii. In the Insert Function dialog box, select PMT and click OK .

iii. In the Function Arguments dialog box, enter the following values and click OK :

a. Rate : 0.06/12

b. Nper : 360

c. Pv : 240000

d. Fv : Leave blank.

e. Type : Leave blank.

. .

6. Assume you purchased a car for $29,000 and took out a loan for the whole amount with an interest rate of
9%. You are to pay off $20,000 of the loan in 4 years. Payments are to be made at the beginning of each
period. What is your payment?
 A. Formula: =PMT(0.09/12,48,29000,9000,1)

B. To solve this using the Insert Function command:

i. On the Formulas tab, in the Function Library group, click the Insert Function command.

ii. In the Insert Function dialog box, select PMT and click OK .

iii. In the Function Arguments dialog box, enter the following values and click OK :

a. Rate : 0.09/12

b. Nper : 48

c. Pv : 29000

d. Fv : 9000

e. Type : 1.

Using the LOOKUP Function

The LOOKUP function returns a value either from a one-row or one-column range or from an array. The LOOKUP
function has two syntax forms: the vector form and the array form.

The LOOKUP function is used to pull a value from a range that is one row or one column, or from an array. It has
two syntaxes: vector and array.

To use the LOOKUP function, you need to know:

1. Lookup value. The value you will use to identify individual records in your table.

2. Lookup vector. For a vector syntax, this will be a range that contains one row or column.

3. Array. For an array syntax, this is the range you want to compare with the lookup value.

To use the LOOKUP function:

1. On the Formulas tab, in the Function Library group, click the Insert Function command:
2. In the Insert Function dialog box:

A. Search on "LOOKUP" or, in the Or select a category drop-down box, select Lookup & Reference .

B. Under Select a function , select LOOKUP .

C. Click OK .

D. In the Select Arguments dialog box, choose a vector or array syntax and click OK .

3. In the Function Arguments dialog box (the following is for a vector):

A. Enter the Lookup_value .

B. Enter the Lookup_vector .

C. Enter the Result_vector .

D. Click OK .
Using the VLOOKUP Function

The VLOOKUP function is used to pull a value from a list or table based on a corresponding value. For example, if
you have a worksheet with a table showing employee names, hire date, and salary, you could use VLOOKUP in a
separate worksheet to pull the hire date and salary for individual employees from the first worksheet. In this
example, the employee name serves as a key, identifying which information from the first worksheet you wish to
pull.

To use the VLOOKUP function, you need to know:

1. Lookup value. The value you will use to identify individual records in your table. The Lookup Value must be
in the left-most column of your table.

2. Table array. The table that contains the data .

. you will use VLOOKUP to retrieve. This table can be in another
worksheet or even another workbook from the one in which you enter the VLOOKUP function.

3. Col index num. The Lookup Value is always in the left-most column of the Table Array (column #1,
regardless of where in the worksheet the table is located). The next column to the right is column #2, then
column #3, etc. The Col index num is simply the number of the column that contains the value you wish to
retrieve.

4. Range lookup. Enter False if the Lookup Value must match exactly. If you enter True or leave blank, Excel
will assume the table is sorted in ascending order and will select the best match. Note that if the table is not
sorted in ascending order, Excel likely won't correctly find the best match.

To use the VLOOKUP function:

1. .
On the Formulas tab, in the Function Library group, click the Insert Function command: .

2. In the Insert Function dialog box:

A. Search on "VLOOKUP" or, in the Or select a category drop-down box, select Lookup & Reference .

B. Under Select a function , select VLOOKUP .

 C. Click OK .

3. In the Function Arguments dialog box:

A. Enter the Lookup_value or the cell in which it is located.

B. Enter the Table_array .

C. Enter the Col_index_num .

D. Enter the Range_lookup . If you leave this blank, Excel will treat this as if you entered True.

E. Click OK .

Exercise 5 Using the VLOOKUP Function

15 to 25 minutes

In this exercise, you will use the VLOOKUP function to automatically fill in the description and price of items on an
invoice based on the item number.

1. Open VLOOKUP.xlsx from your Excel2016.2/Exercises folder and go to the sheet named "Invoice".
2. Use the VLOOKUP function to query the Description and Price from the table located in the sheet named
"Table". You will need to insert the VLOOKUP function into cells B7:B15 and D7:D15. A.

Hint: Including absolute references when referring to the range will enable the formulas to be
copied to other cells within the column.

3. What is Item Number 135798 and what does it cost?

4. What is Item Number 678452 and what does it cost?

Exercise Solution

1. To query the Description from the table located in the sheet named "Table":

A. In the sheet named "Invoice", select cell B7.

B. On the Formulas tab, in the Function Library group, click the Insert Function command:

C. In the Insert Function dialog box:

i. Search on "VLOOKUP" or, in the Or select a category drop-down box, select Lookup &
Reference .

ii. Under Select a function , select VLOOKUP .

iii. Click OK .

D. In the Function Arguments dialog box:

 i. Enter the Lookup_value : A7.

ii. Enter the Table_array : Table!A2:C9 (click the cell selection arrow, then the sheet named "Table",
and then select the cells).

iii. Enter the Col_index_num : 2 (because the description is in the second column in the table).

iv. Enter the Range_lookup : False (because you require an exact match).

v. Click OK .

2. To query the Price from the table located in the sheet named "Table":

A. In the sheet named "Invoice", select cell D7.

B. On the FORMULAS tab, in the Function Library group, click the Insert Function command.

C. In the Insert Function dialog box:

i. Search on "VLOOKUP" or, in the Or select a category drop-down box, select Lookup &
Reference .

ii. Under Select a function , select VLOOKUP .

iii. Click OK .

D. In the Function Arguments dialog box:

i. Enter the Lookup_value : A7.

ii. Enter the Table_array : Table!A2:C9 (click the cell selection arrow, then the sheet named "Table",
and then select the cells).

iii. Enter the Col_index_num : 3 (because the description is in the third column in the table).

iv. Enter the Range_lookup : False (because you require an exact match).

v.Click OK .

3. Select cell B7 and edit the formula to make the table references absolute (change A2:C9 to $A$2:$C$9).
Then do the same in cell D7.

4. Copy cell B7 to cells B8:B15 and cell D7 to D8:D15.

5. Enter "135798" into any cell under "Item Number" on the invoice. Item Number 135798 is a rake and costs
$12.98.

6. Enter "678452" into any cell under "Item Number" on the invoice. Item Number 678452 is a wrench and costs
$6.99.

Using the HLOOKUP Function

The HLOOKUP function is very similar to the VLOOKUP function. The only significant difference is that while the
VLOOKUP function looks for a value in the left-most column of a table and returns a value on the same row as that
value, the HLOOKUP function looks for a value in the top row of a table and returns a value in the same column as
that value. To use the HLOOKUP function, you need to know:

1. Lookup value. The value you will use to identify individual records in your table. The Lookup Value must be
in the top row of your table.

2. Table array. The table that contains the data you will use HLOOKUP to retrieve. This table can be in another
worksheet or even another workbook from the one in which you enter the HLOOKUP function.

3. Row index num. The Lookup Value is always in the top row of the Table Array (row #1, regardless of where
in the worksheet the table is located). The next row down is row #2, then row #3, etc. The Row index num is
simply the number of the row that contains the value you wish to retrieve.

4. Range lookup. Enter False if the Lookup Value must match exactly. If you enter True or leave blank, Excel
will assume the table is sorted in ascending order and will select the best match. Note that if the table is not
sorted in ascending order, Excel likely won't correctly find the best match.

To use the HLOOKUP function:

1. On the Formulas tab, in the Function Library group, click the Insert Function command:

2. In the Insert Function dialog box:

A. Search on "HLOOKUP" or, in the Or select a category drop-down box, select Lookup & Reference .

B. Under Select a function , select HLOOKUP .

C. Click OK .
3. In the Function Arguments dialog box:

A. Enter the Lookup_value or the cell in which it is located.

B. Enter the Table_array .

C. Enter the Row_index_num .

D. Enter the Range_lookup . If you leave this blank, Excel will treat this as if you entered True.

E. Click OK .

Using the CONCATENATE Function

The CONCATENATE function is used to join the contents of multiple cells. For example, if you have a worksheet
with first names in one column and last names in another column, you can use the CONCATENATE function to join
the first and last names into one column.

Here are some things to know about the CONCATENATE function:

1. You can join up to 255 text strings.

2. The text string can include text, numbers, and cell references.

3. You can include text not found in the worksheet by adding it via the Function Arguments dialog box (or
directly into the formula). For example, if you have a worksheet with city names in one column and state
names in another column, and wish to join them into one column, you can add a comma and space (", ")
between the two.

To use the CONCATENATE function:

1. On the Formulas tab, in the Function Library group, click the Insert Function command:

2. In the Insert Function dialog box:

A. Search on "CONCATENATE" or, in the Or select a category drop-down box, select Text .

B. Under Select a function , select CONCATENATE .

C. Click OK .

3. In the Function Arguments dialog box:

A. In the Text1 data entry field, enter the first text field or the cell in which it is located.

B. In the Text2 data entry field, enter the first text field or the cell in which it is located.

C. Etc. (New fields appear when you use the bottom field.)

D. Click OK .
Exercise 6 Using the CONCATENATE Function

10 to 15 minutes

In this exercise, you will practice using the CONCATENATE function.

1. Open Functions.xlsx from your Excel2016.2/Exercises folder and go to the sheet named "CONCATENATE".

2. Use the CONCATENATE function to join the first and last names into full names in column C.

3. Use the CONCATENATE function to join the cities and states so that they appear as "city, state".

Exercise Solution

1. To join the first and last names into full names:

A. In the sheet named "CONCATENATE", select cell C2.

B. On the Formulas tab, in the Function Library group, click the Insert Function command:

C. In the Insert Function dialog box:

i. Search on "CONCATENATE" or, in the Or select a category drop-down box, select Text .

ii. Under Select a function , select CONCATENATE .

iii. Click OK .
 D. In the Function Arguments dialog box:

i. In the Text1 data entry field, enter cell A2.

ii. In the Text2 data entry field, enter a space (" ").

iii. In the Text3 data entry field, enter cell B2.

iv. Click OK .

E. Copy cell C2 to cells C3:C7.

2. To join the cities and states so that they appear as "city, state":

A. In the sheet named "CONCATENATE", select cell G2.

B. On the Formulas tab, in the Function Library group, click the Insert Function command.

C. In the Insert Function dialog box:

i. Search on "CONCATENATE" or, in the Or select a category drop-down box, select Text .

ii. Under Select a function , select CONCATENATE .

iii. Click OK .
 D. In the Function Arguments dialog box:

i. In the Text1 data entry field, enter cell E2.

ii. In the Text2 data entry field, enter a comma and a space (", ").

iii. In the Text3 data entry field, enter cell F2.

iv. Click OK .

E. Copy cell G2 to cells G3:G7.

Using the TRANSPOSE Function

You can use the TRANSPOSE function to return a horizontal range of cells as a vertical range or a vertical range as
a horizontal range.

To use TRANSPOSE, you must know the array, the range of cells you want to transpose. To use the TRANSPOSE
function:

1. On the Formulas tab, in the Function Library group, click the Insert Function command:

2. In the Insert Function dialog box:

A. Search on "TRANSPOSE" or, in the Or select a category drop-down box, select Recommended .

B. Under Select a function , select TRANSPOSE .

C. Click OK .
3. In the Function Arguments dialog box: . .

A. In the Array data entry field, enter the range of cells or an array of values you want to transpose.

B. Click OK .

Using the PROPER, UPPER, and LOWER Functions

The PROPER function is used to make the first letter in each word uppercase and all other letters lowercase. To
use the PROPER function:

1. On the Formulas tab, in the Function Library group, click the Insert Function command:

2. In the Insert Function dialog box:

A. Search on "PROPER" or, in the Or select a category drop-down box, select Text .

B. Under Select a function , select PROPER .

C. Click OK .
3. In the Function Arguments dialog box:

A. In the Text data entry field, enter the cell containing the text you wish to capitalize the first letters of.

B. Click OK .

The UPPER Function

The UPPER function is used to make all letters in words uppercase.

1. On the Formulas tab, in the Function Library group, click the Insert Function command:

2. In the Insert Function dialog box:

A. Search on "UPPER" or, in the Or select a category drop-down box, select Text .

B. Under Select a function , select UPPER .

C. Click OK .
3. In the Function Arguments dialog box:

A. In the Text data entry field, enter the cell containing the text you wish to make all uppercase.

B. Click OK .

The LOWER function

The LOWER function is used to make all letters in words lowercase.

1. On the Formulas tab, in the Function Library group, click the Insert Function command:

2. In the Insert Function dialog box:

A. Search on "LOWER" or, in the Or select a category drop-down box, select Text .

B. Under Select a function , select LOWER .

C. Click OK .
3. In the Function Arguments dialog box:

A. In the Text data entry field, enter the cell containing the text you wish to make all lowercase.

B. Click OK .

The TRIM Function

Another text function you may use is the TRIM function. TRIM allows you to remove the spaces in phrases, leaving
only single spaces between words.

Exercise 7 Using the PROPER Function

5 to 10 minutes

In this exercise, you will practice using the PROPER function.

1. Open Functions.xlsx from your Excel2016.2/Exercises folder and go to the sheet named "PROPER".

2. In column B, use the PROPER function to capitalize the first letters of the names in column A.

Exercise Solution

1. To capitalize the first letters of the names in column A:

A. In the sheet named "PROPER", select cell B2.

B. On the Formulas tab, in the Function Library group, click the Insert Function command:

C. In the Insert Function dialog box:

i. Search on "PROPER" or, in the Or select a category drop-down box, select Text .

ii. Under Select a function , select PROPER .

iii. Click OK .

D. In the Function Arguments dialog box:

i. In the Text data entry field, enter A2.

ii. Click OK .

E. Copy cell B2 to cells B3:B7.

Using the LEFT, RIGHT, and MID Functions

The LEFT and RIGHT functions are used to return characters from the start or end of a string. For example, you
could use the LEFT and RIGHT functions to:

1. Return the area codes from a list of phone numbers (if the phone numbers are formatted as 315-333-4444,
you would use the LEFT function to return the first three characters).

2. Return the zip codes from a list of addresses (if the addresses are formatted as Syracuse, NY 13210, you
would use the RIGHT function to return the last five characters).

3. Return a piece of an identifying ID (if you have a list of IDs in which the first four digits represent a product,
the next six digits represent the date, and the last three digits represent the store the product was sold from,
you could use the LEFT function to return the four digits representing the product or the RIGHT function to
return the three digits representing the store the product was sold from).

To use the LEFT and RIGHT functions:

1. On the Formulas tab, in the Function Library group, click the Insert Function command:

2. In the Insert Function dialog box:

A. Search on "LEFT" or "RIGHT" or, in the Or select a category drop-down box, select Text .

B. Under Select a function , select LEFT or RIGHT .

C. Click OK .

3. In the Function Arguments dialog box:

 A. In the Text field, enter the cell containing the text string from which you wish to return characters.

B. In the Num_Chars field, enter the number of characters you want to return.

C. Click OK .

The MID Function

The MID function is used when you want to return a specific amount of characters from a string of text. You specify
the number of characters.

To use the MID function:

1. On the Formulas tab, in the Function Library group, click the Insert Function command:

2. In the Insert Function dialog box:

A. Search on "MID" or, in the Or select a category drop-down box, select Text .

B. Under Select a function , select MID .

.
C. Click OK .
3. In the Function Arguments dialog box:

A. In the Text field, enter the text characters that you wish to return.

B. In the Start_num field, enter the position of the first character that you wish to extract.

C. In the Num_Chars field, enter the number of characters you want to return.

D. Click OK .

Exercise 8 Using the LEFT and RIGHT Functions

5 to 15 minutes

In this exercise, you will practice using the LEFT and RIGHT functions.

1. Open Functions.xlsx from your Excel2016.2/Exercises folder and go to the sheet named "LEFT-RIGHT".

2. In column B, use the LEFT function to display only the area codes of the phone numbers listed in column A.

3. In columns E and F, use the LEFT and RIGHT functions to display the Store IDs and Salesperson IDs for the
sales listed in column D.
Exercise Solution

1. To display only the area codes of the phone numbers listed in column A:

A. In the sheet named "LEFT-RIGHT", select cell B2.

B. On the Formulas tab, in the Function Library group, click the Insert Function command:

C. In the Insert Function dialog box:

i. Search on "LEFT" or, in the Or select a category drop-down box, select Text .

ii. Under Select a function , select LEFT .

iii. Click OK .

D. In the Function Arguments dialog box:

i. In the Text field, enter cell A2.

ii. In the Num_Chars field, enter the number "3".

iii. Click OK .
 E. Copy cell B2 to cells B3:B7.

2. To display the Store IDs for the sales listed in column D:

A. In the sheet named "LEFT-RIGHT", select cell E2.

B. On the Formulas tab, in the Function Library group, click the Insert Function command.

C. In the Insert Function dialog box:

i. Search on "LEFT" or, in the Or select a category drop-down box, select Text .

ii. Under Select a function , select LEFT .

iii. Click OK .

D. In the Function Arguments dialog box:

i. In the Text field, enter cell D2.

ii. In the Num_Chars field, enter the number "3".

iii. Click OK .

E. Copy cell E2 to cells E3:E7.

3. To display the Salesperson IDs for the sales listed in column D:

A. In the sheet named "LEFT-RIGHT", select cell F2.

B. On the Formulas tab, in the Function Library group, click the Insert Function command.

C. In the Insert Function dialog box:

 i. Search on "RIGHT" or, in the Or select a category drop-down box, select Text .

ii. Under Select a function , select RIGHT .

iii. Click OK .

D. In the Function Arguments dialog box:

i. In the Text field, enter cell D2.

ii. In the Num_Chars field, enter the number "2".

iii. Click OK .

E. Copy cell F2 to cells F3:F7.

Using Date Functions

The three most commonly used date functions are YEAR, MONTH, and DAY. These functions are used to return
only the year, month, or day from a date. To use the YEAR, MONTH, and DAY functions:

1. On the Formulas tab, in the Function Library group, click the Insert Function command:
2. In the Insert Function dialog box:

A. Search on "Year", "Month", or "Day" or, in the Or select a category drop-down box, select Date & Time
.

B. Under Select a function , select YEAR , MONTH , or DAY .

C. Click OK .

3. In the Function Arguments dialog box:

A. In the Serial_number field, enter the cell in which the full date is located.

B. Click OK .

Using the NOW and TODAY Functions

Two other date functions are NOW and TODAY. They are useful when you need to show the current date
information or need to calculate something based on that information.
• NOW: Returns the current date and time.

• TODAY: Returns the current date, but the time is set to 12:00:00 AM.

Exercise 9 Using the YEAR, MONTH, and DAY Functions

5 to 15 minutes

In this exercise, you will practice using the YEAR, MONTH, and DAY functions.

1. Open Functions.xlsx from your Excel2016.2/Exercises folder and go to the sheet named "Date".

2. Use the YEAR, MONTH, and DAY functions to add the years, months, and days of the dates found in column
A to columns B, C, and D.

Exercise Solution

1. To add the year of the dates found in column A to column B:

A. In the sheet named "Date", select cell B2.

B. On the Formulas tab, in the Function Library group, click the Insert Function command:

C. In the Insert Function dialog box:

i. Search on "Year" or, in the Or select a category drop-down box, select Date & Time .

ii. Under Select a function , select YEAR .

iii. Click OK .
 D. In the Function Arguments dialog box:

i. In the Serial_number field, enter cell A2.

ii. Click OK .

E. Copy cell B2 to cells B3:B6.

2. To add the month of the dates found in column A to column C:

A. In the sheet named "Date", select cell C2.

B. On the Formulas tab, in the Function Library group, click the Insert Function command:

C. In the Insert Function dialog box:

i. Search on "Month" or, in the Or select a category drop-down box, select Date & Time .

ii. Under Select a function , select MONTH .

iii. Click OK .
 D. In the Function Arguments dialog box:

i. In the Serial_number field, enter cell A2.

ii. Click OK .

E. Copy cell C2 to cells C3:C6.

3. To add the day of the dates found in column A to column D:

A. In the sheet named "Date", select cell D2.

B. On the Formulas tab, in the Function Library group, click the Insert Function command:

C. In the Insert Function dialog box:

i. Search on "Day" or, in the Or select a category drop-down box, select Date & Time .

ii. Under Select a function , select DAY .

iii. Click OK .
 D. In the Function Arguments dialog box:

i. In the Serial_number field, enter cell A2.

ii. Click OK .

E. Copy cell D2 to cells D3:D6.

Creating Scenarios

In Excel 2013 and 2016, scenarios are input values that you can create and save, which return different calculated
results. You can use them in what-if scenarios.

Utilize the Watch Window

The Watch Window is a feature that allows you to keep formulas that you need to view in sight, rather than having
to jump around in a worksheet.

To use the Watch Window:

1. Select the Formulas tab, and in the Formula Auditing group, select Watch Window .
2. In the worksheet, select the cells you want to watch and click Add Watch in the Watch Window.

3. In the Add Watch dialog box, click Add .

Consolidate Data

To consolidate data from multiple worksheets into one master worksheet:

1. Select the Data tab, and from the Data Tools tab, select Consolidate .

2. While in the Consolidate dialog box, click and drag to select cells.

3. Use the Add button to continue to add data, and click OK when you are done.
Enable Iterative Calculations
You can enable iterative calculations to locate circular references.

To enable iterative calculations:

1. From the File menu tab, select Options .

2. Select the Formulas section, and from the Calculation options section, check the Enable iterative
calculation check box.

What-If Analyses
The Data tab's Forecast group (in Excel 2013, the Data Tools group) contains the What-If Analysis drop-down
list, which contains a number of what-if tools. One of these tools is Goal Seek.

To use Goal Seek:

1. Select the cell with the formula you are going to solve for.

2. Select the Data tab, and in the Forecast group ( Data Tools group in Excel 2013), select What-If Analysis ,
and then select Goal Seek .
3. In the To value field, enter the goal.

4. In the By changing cell field, enter the cell where you want the result to be and then click OK .

Use the Scenario Manager

To manage what-if models so you can quickly access them, you can use the Scenario Manager.

To use the Scenario Manager:

1. Select the Data tab, and in the Forecast group ( Data Tools group in Excel 2013), select What-If Analysis ,
and then select Scenario Manager .

2. In the Scenario Manager dialog box, click Add .

3. Type a name for the scenario in the Scenario name text box, and in the Changing cells text box, type the
names of the cells you want to change and click OK.

4. In the Scenario Values dialog box that appears, type the values for the changing cells.

5. Click Add to add more scenarios and click OK when you are done.

Use Financial Functions

The Excel 2013/2016 financial functions are complex financial formulas that contain multiple steps. These functions
cover things as calculating net present value, the depreciation of an asset, and loan payments, amongst others.

To access the financial functions, from the Formulas tab, in the Function Library group, select Financial .

Conclusion

In this lesson, you learned:

• About naming and labeling cells and ranges of cells.

• To use names and labels in formulas.

• To create formulas that span multiple worksheets.

• To use the IF function and its variants in formulas.

• To use the PMT function to calculate payments for loans.

• To use the LOOKUP function.

• To use the VLOOKUP function.

• To use the HLOOKUP function.

• To use the CONCATENATE function to join the contents of numerous cells.

• To use the TRANSPOSE function.

• To use the PROPER, UPPER, and LOWER functions to alter the casing of text.

• To use the LEFT, RIGHT, and MID functions Tto

. return characters from the start or end of a string, or a specific
T.
number of text characters.

• To use the YEAR, MONTH, and DAY date functions.

2. Working with Lists

In this lesson, you will learn...

1. To convert data into tables.

2. To remove duplicates from tables.

3. To sort data in Excel.

4. To filter data in Excel.

5. To use subtotals to automatically total related data.

6. To group and ungroup data.

Microsoft Excel treats all data in successive rows and columns as a list. For example, following is a list with three
columns and seven rows:

No ron
un d
au y@i
tho n
riz ixind
ed o
co .co.i
pie d
sa
llo
we
d!

The image below includes three lists, two with four rows and three columns and one with nine rows and two
columns:

Th
is
do
cu
me
nt
No ron be
lon
un dy gs
au @ to
tho ini RO
riz xin
ed d o.c NDI
co HI
pie o.id DA
sa YA
llo T.
we
d!

Converting a List to a Table

Converting a list to a table makes it very easy to format your data and to keep the formatting consistent as you
make changes to the data. To convert a list to a table:

1. Select a cell within the list you wish to convert to a table.

2. On the Insert tab, in the Tables group, click the Table command:
3. In the Create Table dialog box, verify that Excel has correctly guessed the correct data range, check My
table has headers if your table does have headers, and click OK :

ron
dy
@
ini
xin
do.c
o.i
d

Exercise 10 Converting a List to a Table

5 to 10 minutes

In this exercise, you will practice converting a list to a table.

1. Open List to Table.xlsx from your Excel2016.2/Exercises folder.

2. .
In Sheet1, convert the list of houses to a table.

3. In Sheet2, convert the data into a table. Be sure to include all data in the worksheet in the table.

Exercise Solution

1. In Sheet1, convert the list of houses to a table.

A. Select any cell within the list.

B. On the Insert tab, in the Tables group, click the Table command:

C. In the Create Table dialog box:

i. Verify that Excel has correctly guessed the correct data range ($A$1:$F$133).

ii. Check My table has headers if it isn't already checked.

iii. Click OK .

2. In Sheet2, convert the data into a table. Be sure to include all data in the worksheet in the table.
 A. Delete the blank row (row 5).

B. Select any cell within the list.

C. On the Insert tab, in the Tables group, click the Table command:

D. In the Create Table dialog box:

i. Verify that Excel has correctly guessed the correct data range ($A$1:$C$8).

ii. Check My table has headers if it isn't already checked.

iii. Click OK .

Removing Duplicates from a List

Excel makes it easy to remove duplicates from a list, which can be really helpful when working with long lists. To
remove duplicates from a list:

1. Select a cell within the list that you wish to remove duplicates from.

2. On the Data tab, in the Data Tools group, click the Remove Duplicates command:

3. In the Remove Duplicates dialog box:

A. Depending on whether your list has headers, check or uncheck

My data has headers .

B. Check those columns that contain duplicates you wish to remove.

C. Click OK .
4. Click OK in the dialog box that appears telling you how many values were found and removed, and how many
values remain.
.

Exercise 11 Removing Duplicates from a List

5 to 10 minutes

In this exercise, you will practice removing the duplicates from a list.

1. Open Remove Duplicates.xlsx from your Excel2016.2/Exercises folder.

2. The list in this worksheet shows all sales by customer. You would like to see a list showing each customer just
once. Use the Remove Duplicates command to create this list.

Exercise Solution

1. Select any cell within the list.

2. On theThData Th
is tab, in the Data Tools group, click the Remove Duplicates
is command:
do do
cu cu
me me
nt nt
No ron b e No ron belon
lon
un d gs un d gs
au y@i au y@i
tho nix to RO tho nix to RO
riz i riz i
ed ndo. ND
IH ed ndo. ND
IH
co co I c o co ID
pie . id D AY pie . id AY
sa A s a AT
llo T. llo .
we we
d! d!

3. In the Remove Duplicates dialog box:

A. Verify that My data has headers is checked.

B. Under Columns , make sure Customer is checked and Sale is not checked.

C. Click OK .
4. Click OK in the dialog box that appears telling you how many values were found and removed, and how many
values remain:

Sorting Data in a List

Sorting data allows you to see all related data in successive rows, which is both useful in and of itself and is
necessary if you wish to add subtotals to your data. To sort data in a list in Microsoft Excel:

1. Select any cell within the list you wish to sort.

2. On the Data tab, in the Sort & Filter group, click the Sort command:

3. In the Sort dialog box:

A. Verify that My data has headers is checked if your list has a header row and not checked if it doesn't.

B. Choose what column to sort by.

C. Choose what to sort on. The default is to sort on Values, but you can also choose to sort on Cell Color,
Font Color, and Cell Icon.

D. Choose whether to sort ascending or descending.

E. You can also:

i. Add a level, meaning sort by one thing and then again by a second thing (click Add Level ).
Clicking Add Level adds a second set of Column, Sort On, and Order boxes to the Sort dialog
box.
 ii. Sort left to right instead of top to bottom (click on Options ).

F. Click OK .

Th
is
do
cu
me
nt
ron be
lon
dy gs
@ to
ini
xin RON
do
.co DI H
.id ID
AY
AT
.

Exercise 12 Sorting Data in a List

10 to 20 minutes

In this exercise, you will practice sorting data in a list.

1. Open Sort.xlsx from your Excel2016.2/Exercises folder.

2. Sort the list by Town in ascending order.

3. Further sort the list by Square Feet in descending order.

Exercise Solution

1. Select any cell in the list.

2. On the Data tab, in the Sort & Filter group, click the Sort command:

YA
T.

3. In the Sort dialog box:

A. Verify that My data has headers is checked.

B. Under Column , select to sort by Town .

C. Under Sort On , accept the default, which is Values .

D. Under Order , select A to Z to sort ascending.

E. Click Add Level and then:

 i. Under Column , select to sort by Square Feet .

ii. Under Sort On , accept the default, which is Values .

iii. Under Order , select Largest to Smallest to sort descending.

F. Click OK .

Th
is
do
cu
me
nt
No ron belon
un d gs
au y@i
tho nix to RO
riz i
ed ndo. ND
IH
co co ID
pie .id AY
sa AT
llo .
we
d!

Filtering Data in a List

Filtering data makes it easy to look at subsets of your data. To filter data in a list in Microsoft Excel:

1. Select any cell in the list.

2. On the Data tab, in the Sort & Filter group, click the Filter command:

3. Note that every heading now includes a drop-down arrow:

YA
T.

4. Click any of the drop-down arrows to see a list of all individual items in that column. By default all are
selected, but you can de-select all or any using the check boxes. Click OK to see only the selected records:
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5. After setting the filter in one column, you can further filter your data by setting the filter in another column.

6. To remove your filters, simply click the Filter command again:

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Advanced Filtering
You can also use number filters, text filters, or color filters to filter based on specified criteria. To apply filters based
on specific criteria:

1. These filters are also available from the filter drop-downs, so on the Data tab, in the Sort & Filter group, click
the Filter command:

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2. Click any of the drop-down arrows and move your mouse over Number Filters , Text Filters , or Color
Filters to see the list of options available.
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3. Select any of the options to open the Custom AutoFilter dialog box, in which you set your criteria. Then click
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Exercise 13 Filtering Data in a List

In this exercise, you will practice filtering data in a list.

1. Open Filter.xlsx from your Excel2016.2/Exercises folder.

2. On Sheet1, filter the list to show only houses in Fayetteville with 3 bathrooms.

3. On Sheet2, filter the list to show only houses costing less than $100,000.

4. On Sheet3, filter the list to show only houses in Jamesville that have 4 bathrooms and cost less than
$100,000.

Exercise Solution

1. On Sheet1, filter the list to show only houses in Fayetteville with 3 bathrooms.

A. Select any cell in the list.

 B. On the Data tab, in the Sort & Filter group, click the Filter command:

C. Click the drop-down arrow next to "Town" and de-select everything except Fayetteville , and click OK :

D. Click the drop-down arrow next to "Bathrooms" and de-select everything except 3 , and click OK :

2. On Sheet2, filter the list to show only houses costing less than $100,000.

A. Select any cell in the list.

B. On the Data tab, in the Sort & Filter group, click the Filter command:
 C. Click the drop-down arrow next to "Listing Price," move your mouse over

Number Filters , and select Less Than :

D. Fill in "100000" and click OK :

3. On Sheet3, filter the list to show only houses in Jamesville that have 4 bathrooms and cost less than
$100,000.

A. Select any cell in the list.

B. On the Data tab, in the Sort & Filter group, click the Filter command:
C. Click the drop-down arrow next to "Listing Price", move your mouse over

Number Filters , and select Less Than :

D. Fill in "100000" and click OK :

E. Click the drop-down arrow next to "Town" and de-select everything except Jamesville , and click OK :
 F. Click the drop-down arrow next to "Bathrooms" and de-select everything except 4 , and click OK :

Adding Subtotals to a List

It is often desirable to add subtotals to your data. Fortunately, Excel can do this for you, including:

1. Adding the rows on which the subtotals will appear.

2. Adding the subtotals themselves.

3. Bolding the subtotals so they stand out.

4. Grouping your data to make it easy to show only the subtotals and totals.

To add subtotals to a list in Microsoft Excel:

1. Sort your data by the item(s) for which you wish to get subtotals.

2. Select any cell in the list.

3. On the Data tab, in the Outline group, click. the Subtotal command: .

4. In the Subtotal dialog box:

A. Choose what you want to acquire subtotals for in the At each change in box.

B. Choose the function you want to use in the Use function box. The most common function to use for
subtotals is Sum, but you can use Count, Average, Min, Max, and other functions.
 C. Choose what you want to add subtotals to. This is the column in which the function (Sum, Count,
Average, etc.) will be applied.

D. Click OK .

Grouping and Ungrouping Data in a List

Again, when you add subtotals, Excel groups your data so you can collapse and uncollapse it to show all the data,
just subtotals and totals, or just totals.

For example:

1. The following data includes subtotals and is currently set to show all data:

2. The following image shows the same data in the same worksheet, but set (by clicking 2 in the upper left
corner) to show only subtotals and totals:
3. And the following image again shows the same data, but set (by clicking 1 in the upper left corner) to show
only totals:

Adding subtotals is one way to group data in Excel, but you can easily group data in any list. To group data in
Excel:

1. Select the rows or columns you wish to group.

. .
2. On the Data tab, in the Outline group, click the Group command:

3. In the Group dialog box, select Rows or Columns and click OK :

To ungroup data in Excel:

1. Select the rows or columns you wish to ungroup.

2. On the Data tab, in the Outline group, click the Ungroup command:
3. In the Group dialog box, select Rows or Columns and click OK :

Exercise 14 Adding Subtotals to a List

10 to 20 minutes

In this exercise, you will practice adding subtotals to a list in Microsoft Excel.

1. Open Subtotals.xlsx from your Excel2016.2/Exercises folder.

2. Add subtotals showing total sales by customer.

Exercise Solution

1. In order to add subtotals showing total sales by customer, it is necessary to first sort by customer. To sort by
customer:

A. Select any cell within the list.

B. On the Data tab, in the Sort & Filter group, click the Sort command:

C. In the Sort dialog box:

i. Verify that My data has headers is checked.

ii. Choose to sort by Customer .

iii. Click OK .
2. On the Data tab, in the Outline group, click the Subtotal command:

3. In the Subtotal dialog box:

A. In the At each change in box, select Customer .

B. In the Use function box, choose Sum .

C. In the Add subtotal to box, check Sale .

D. Click OK .

Conclusion

In this lesson, you learned to convert data into tables, to remove duplicates from tables, to sort data in Excel, to
filter data in Excel, to use subtotals to automatically total related data, and to group and ungroup data.
3. Working with Illustrations

In this lesson, you will learn...

1. To add pictures to your worksheets.

2. To use Clip Art to illustrate your worksheets.

3. To insert shapes into Microsoft Excel worksheets.

4. To use SmartArt to illustrate your worksheets.

Adding illustrations to Microsoft Excel worksheets is a great way to improve their look and feel, and also to illustrate
your points. Fortunately, it's easy to add pictures (your own or choose from a large library of pictures provided by
Microsoft) and shapes.

Working with Clip Art

A large library of Clip Art, including drawings, videos, sounds, and photographs, is available from Office.com
(http://office.microsoft.com/en-us/images) . To insert Clip Art into your worksheet:

1. From the Insert tab, in the Illustrations group, click Online Pictures (in Excel 2007/2010, this option is
called Clip Art ):

2. In the Insert Pictures dialog box that appears:

A. Type in your search word(s) and press Return .

B. View the results of your search:

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3. Double-click one of the results to add it to your worksheet.

4. Resize the image and/or cell to fit the image into your worksheet.

In Word 2007/2010, you will use the Clip Art dialog box that appears at the right to search for and
select clip art files.

Exercise 15 Working with Clip Art

5 to 10 minutes

In this exercise, you will search for Clip Art available from Office.com and insert an image into a worksheet. .

1. Open Clip Art.xlsx from your Excel2016.2/Exercises folder.

2. Insert a baseball-related picture from Clip Art at the top of the worksheet.

3. Resize the image and/or cell to fit the image into your worksheet.

Exercise Solution

1. From the Insert tab, in the Illustrations group, click Online Pictures (if you are using Excel 2007 or 2010,
select Clip Art ):

2. In the Insert Pictures dialog box (Clip Art pane in Excel 2007/2010):

A. Type the word "baseball" in the Search for box.

B. Press Enter .

3. Double-click one of the results to add it to your worksheet.

4. Resize the image and/or cell to fit the image into your worksheet.

Using Shapes

You can easily add a wide variety of shapes to your Microsoft Excel worksheets, including squares, circles, stars,
arrows, smiley faces, lines, equation shapes, callouts, and more. To insert a shape into a Microsoft Excel
worksheet:

1. From the Insert tab, in the Illustrations group, click Shapes :

2. Select a shape by clicking on it:

3. Your cursor will change to a plus sign:

4. Click in your worksheet where you want to place the shape, drag your mouse until the shape is the size you
want it to be, and then release your mouse.

Selecting a shape in Excel brings up the Drawing Tools tab:

 Watch and follow along as your instructor walks you through some of the more commonly used
commands on the Drawing Tools tab.

Exercise 16 Adding Shapes

5 to 10 minutes

In this exercise, you will add a shape to a worksheet.

1. Open Shapes.xlsx from your Excel2016.2/Exercises folder.

2. Insert a smiley face shape to the right of the baseball mitt.

Exercise Solution

1. From the Insert tab, in the Illustrations group, click Shapes :

2. Select the smiley face shape by clicking on it:

3. Click in your worksheet to the right of the baseball mitt, drag your mouse until the shape is the size you want it
to be, and then release your mouse:
Working with SmartArt

SmartArt diagrams include process diagrams, list diagrams, hierarchy diagrams, pyramid diagrams, and much
more. To insert SmartArt into a Microsoft Excel workbook:

1. Place your cursor in the location in your worksheet where you want your SmartArt graphic to appear.

2. From the Insert tab, in the Illustrations group, click SmartArt :

3. In the Choose a SmartArt Graphic dialog box, select a SmartArt graphic to preview it on the right:

4. Click OK to add the SmartArt graphic to your worksheet.

Selecting a SmartArt diagram in Excel brings up the SmartArt Tools tabs:

1. Design :

2. Format :
 Watch and follow along as your instructor walks you through some of the more commonly used
commands on each tab.

Conclusion

In this lesson, you learned to enhance your Microsoft Excel worksheets with illustrations. You learned to search for
and insert Clip Art, to add and edit shapes, and to add and format SmartArt.
4. Visualizing Your Data

In this lesson, you will learn...

4.1 Create a custom chart template.

1. To create charts that enable you to visualize your data.

2. To choose what data is displayed in your charts.

3. To show and hide data labels.

4. To show and hide the legend.

5. To show and hide the chart title.

6. To add a picture or shape to a chart.

7. To change the way text displays in a chart.

8. To change the fill color of a chart.

9. Add and format objects in a worksheet.

It is often useful to visualize data, and it's easy to do so in Excel using charts. The most commonly used chart
types are:

1. Column. Column charts are commonly used to compare values of different items.

2. Line. Line charts are commonly used to show trends.

3. Pie. Pie charts are useful when you have only one set of data and want to show how much of the whole
each item accounts for.

4. Bar. Bar charts are similar to column charts except that the bars are displayed horizontally instead of
vertically.

5. Area. Area charts are similar to line trends in that they show trends, but the data is stacked, making it
easy to compare different values over time.

6. Scatter. Scatter charts are used to display two variables, one along the X-axis and one on the Y-axis,
for a single set of data.

Watch and follow along as your instructor shows you some of the many charts available in
Excel.

Inserting Charts

To insert a chart into an Excel workbook:

1. Select the data you wish to display. If Excel recognizes your data as being a list, you can select any cell within
the list.
2. On the Insert tab, in the Charts group, select the type of chart you wish to insert by clicking on it:

3. Select a specific chart. The following image shows the charts available if you click the Insert Column or Bar
Chart command:
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You can easily resize charts, as well as graphs, by clicking and dragging one of the resize handles at the edges of
the chart or graph. Hover the cursor over the handle until it turns into a two-sided arrow:

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Exercise 17 Inserting Charts

15 to 25 minutes

In this exercise, you will practice inserting charts in Microsoft Excel.

1. Open Charts.xlsx from your Excel2013.2/Exercises folder.

2. In Sheet1, insert a pie chart that looks like the one below:
3. In Sheet2, insert a line chart that looks like the one below:

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4. In Sheet3, insert a column chart that looks like the one below:

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Exercise Solution

1. To insert a pie chart in Sheet1:

A. Select cells A1:B35 (do not remove subtotals or display all the data) or select any cell in the range.

B. On the Insert tab, in the Charts group, click the Insert Pie or Doughnut Chart (in Excel 2010, this is
the Pie chart command) command:

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 C. Select the -D Pie ( Pie in 3-D in Excel 2007/2010) chart by clicking on it:

2. To insert a line chart in Sheet2:

A. Select cells A1:H8 or select any cell in the range.

B. On the Insert tab, in the Charts group, click the Insert Line or Area Chart ( Line chart command in
Excel 2010) command:

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Select the Line chart by clicking on it:

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3. To insert a column chart in Sheet3:

A. Select cells A1:E8 or select any cell in the range.

B. On the Insert tab, in the Charts group, click the Insert Column or Bar Chart ( Column chart command
in Excel 2010) command:

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 C. Select the Clustered Column chart by clicking on it:

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Editing Charts

When you select a chart in Excel, three Chart Tools tabs appear:

1. Design . Use the Chart Tools Design tab to select or change data, change the layout of the chart, or change
the style of the chart.

2. Format . Use the Chart Tools Format tab to change the shape styles, chart fill colors, and text formatting in
the chart.

In Excel 2007 and 2010, there is a third Chart Tools tab, called Chart Tools Layout . In Excel 2013 and 2016, the
options available on this tab are on the Design and Format tabs, or are no longer available.

Changing the Layout of a Chart

1. Select the chart by clicking on it.

2. On the Chart Tools Design tab, in the Chart Layouts group, click Quick Layout (click More in Excel
2007/2010) to see all the layouts available:

3. Select an alternative layout by clicking on it. The following image shows the layout options for pie charts. The
same options are available for other chart types, though they obviously look a little different:
Changing the Style of a Chart

1. Select the chart by clicking on it.

2. On the Chart Tools Design tab, in the Chart Styles group, click the More button to see all the styles
available:

3. Select an alternative style by clicking on it. The following image shows the style options available for pie
charts:

Adding a Shape to a Chart

1. Select the chart by clicking on it.

2. On the Chart Tools Format tab ( Chart Tools Layout tab in Excel 2007/2010), in the Insert Shapes group (
Insert group in Excel 2007/2010), click the More ( Shapes in Excel 2007/2010):

3. Navigate to and select a shape by clicking on it.

4. Your cursor will change to a plus sign. Click in your chart where you want to place the shape, drag your
mouse until the shape is the size you want it to be, and then release your mouse.

Adding a Trendline to a Chart

A visual way to show trends in charts is to add trendlines.

To add a trendline to a chart:

1. In the chart, select the data series to which you want to add the trendline.

2. Select the Chart Elements option that appears next to the chart.

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3. Check the Trendline check box.

4. Click the arrow next to Trendline to change trendline options.

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Adding a Secondary Axis to a Chart
You can create a chart with dual axes; that is, add a secondary vertical axis to a chart. This is useful when you have
two different types of data you want to display.

To add a secondary axis to a chart:

1. Click in the chart to display the Chart Tools Design tab.

2. Select the Design tab, and then from the Type group, select Change Chart Type .

3. On the left, select Combo .

4. Under Choose the chart type and axis for your data series , check the check box for the data you want to
plot on the secondary axis, and then select Line for the Chart Type . All other data should be Clustered
Column . Click OK .

Adding Additional Data Series to a Chart

Add the data to the cells that you selected for the chart, and the chart automatically updates with the new data
series.

You can also use the Chart Tools Design tab. In the Data group, select Select Data and then use the options in
the Select Data Source dialog box to select the new series.
Switch between Rows and Columns in a Chart
To switch between rows and columns in a chart, follow these steps:

1. With your chart selected, from the Chart Tools Design tab, in the Data group,

select Switch Row/Column .

2. The row/column display in the chart will change. To revert back, select this option again.

Positioning a Chart
Once the chart is inserted, it is easy to change its position.

To change the position of a chart:

1. Hover your cursor over the chart until it turns into a four-headed arrow.

2. Click and drag the chart to the appropriate position.

Modifying Chart and Graph Parameters

To make changes to your chart, use the Chart Elements , Chart Styles , and Chart Filters options. To access
these options, click the chart. They will appear next to the chart:

Some of the things you can use Chart Elements to do include:

1. Add or remove gridlines.

2. Add or remove titles.

3. Display table data.

4. Add error bars.

Some of the things you can use Chart Styles to do include:

1. Change the color of the chart.

2. Change the style of the chart.

Some of the things you can use Chart Filters to do include:

1. Filter your data by categories.

2. Filter your data by series.

Watching Animation in a Chart

In Excel 2013 and 2016, once you have added a chart, if you change the source data for that chart, you can watch
the chart automatically update. Below is a pie chart reflecting original data, and then source data that has changed.
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Showing, Hiding, or Changing the. Location of the Legend in a Chart .

1. Select the chart by clicking on it.

2. On the Chart Tools Design tab ( Chart Tools Layout tab in Excel 2007/2010), in the Chart Layouts group (
Labels group in Excel 2007/2010), click Add Chart Element and select Legend ( Legend command in Excel
2007/2010):

3. Select one of the legend options by clicking on it:

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Show or Hiding the Title of a Chart

To show or hide the title of a chart, follow these steps:

1. Select the chart by clicking on it.

2. On the Chart Tools Design tab ( Chart Tools Layout tab in Excel 2007/2010), in the Chart Layouts group (
Labels group in Excel 2007/2010), click Add

Chart Element and select Chart Title ( Chart Title command in Excel 2007/2010):

3. Select None if you do not wish to display the title, or one of the other options if you do wish to display it:

Changing the Title of a Chart

To change the title of a chart:

1. Select the title by clicking on it within the chart:

2. Double-click the title to select the title text:

3. Type in the new title for your chart.

Show, Hiding, or Changing the Location of Data Labels in a Chart
To show, hide, or change the location of data labels in a chart, follow these steps:

1. Select the chart by clicking on it.

2. On the Chart Tools Design tab ( Chart Tools Layout tab in Excel 2007/2010), in the Chart Layouts group (
Labels group in Excel 2007/2010), click Add

Chart Element and select Data Labels ( Data Labels command in Excel 2007/2010)

3. Select None if you do not wish to display data labels, or one of the other options if you do wish to display
them. Note that the options change based on the chart type. The options shown below are for a pie chart:

4. If you aren't sure which to choose, just select each one individually to see what it looks like until you find
something you like. .

Changing the Style of Pieces of a Chart

To change the style of pieces of a chart:

1. Select any piece of the chart (chart image itself, title, legend, data labels, etc.).

2. On the Chart Tools Format tab, in the Shape Styles group or WordArt Styles group, move your mouse
over the styles available to see what your chart will look like if you select that style:
3. As desired, click the drop-down arrows to see and mouse over the many style options available.

4. Select a style by clicking on it.

Watch and follow along as your instructor demonstrates how to apply styles to the different pieces of
your chart.

Exercise 18 Editing Charts

15 to 25 minutes

In this exercise, you will edit the charts you inserted in the last exercise.

1. Open Editing Charts.xlsx from your Excel2016.2/Exercises folder.

2. On Sheet1, change the layout and style of the chart so that it looks like the image below. Each section of the
pie should pastel (or if you are using Excel 2007/2010, it should be a different shade of maroon):

3. On Sheet2, move the legend, move the title, and add a title to the chart ("Grades by Student") as shown in
the image below:

4. On Sheet3, add styles to the chart such that it has an orange outline, blue fill, and all text is outlined in red:
Exercise Solution

1. On Sheet1, change the layout and style of the chart:

A. Select the chart by clicking on it.

B. On the Chart Tools Design tab, in the Chart Layouts group, click Quick Layout and select Layout 1
(in Excel 2007/2010, just select Layout 1 ):

C. On the Chart Tools Design tab, in the Styles group, click Style 4 :

2. On Sheet2, move the legend and the title and change the title of the chart:

A. Select the chart by clicking on it.

B. On the Chart Tools Design tab ( Chart Tools Layout tab in Excel 2007/2010), in the Chart Layouts
group ( Labels group in Excel 2007/2010), click Add Chart Element and select Legend and select
Right ( Data Labels command in Excel 2007/2010 and select Show Legend at Right )
 C. On the Chart Tools Design tab ( Chart Tools Layout tab in Excel 2007/2010), in the Chart Layouts
group ( Labels group in Excel 2007/2010), click Add Chart Element and select Chart Title and then
select Centered Overlay (in Excel 2007/2010, select Chart Title and select Centered Overlay Title ):

D. Click in the Chart Title box, select the text, and type "Grades by Student".

3. On Sheet3, add styles to the chart so that it looks like the image shown:

A. Select the chart by clicking on it.

B. . Shape Styles group, click the orange

On the Chart Tools Format tab, in the

Colored Outline (you may have to click the More button to see the orange outline):

C. On the Chart Tools Format tab, in the Shape Styles group, click Shape Fill and then select a color:
 D. On the Chart Tools Format tab, in the WordArt Styles group, click Text Outline and then select Red :

Add and Format Objects

You can add objects to your worksheets, such as pictures, ClipArt, shapes, and screenshots.

To add an object to your worksheet:

1. From the Insert tab, in the Illustrations group, select an option to add an

object.
2. You can change the position of the inserted object by clicking and dragging it within the worksheet. First hover
your cursor over it until it becomes a

four-headed arrow.

3. You can add a border to your object by right-clicking the object and selecting

Outline .

4.

Use the options in the drop-down list to add a border.

Insert a Text Box

You can insert a text box in a worksheet.

To insert a text box:

1. On the Insert tab, in the Text group, select Text Box .

2. Your cursor will change to look like an upside-down cross. Click and drag to insert the text box where you
want it in your worksheet.

3.

Now you can type within the text box.

Create a Custom Chart Template

If you have a chart you would like to reuse in the future, you can save it as a custom chart template.

To save a chart as a custom template:

1. Right-click the chart and select Save as Template.

2. In the Save Chart Template dialog box, select a name for the template and click Save .
3. The chart now appears as an option in the Templates section when you are inserting a chart.

Conclusion

In this lesson, you learned:

• To create charts that enable you to visualize your data.

• To choose what data is displayed in your charts.

• To show and hide data labels.

• To show and hide the legend.

• To show and hide the chart title.

• To add a picture or shape to a chart.

• To use styles in charts.

• Add and format objects in a worksheet.

• Create a custom chart template.

5. Working with Tables

In this lesson, you will learn...

1. To format data in Excel as a table.

2. To modify Excel tables.

Working with tables in Excel 2016 can help you organize your data. In Excel, you can group data together into a
table and then manipulate that table.

Format Data as a Table

To format data in Excel as a table:

1. Highlight the data that you want to turn into a table.

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2. From the Home tab, in the Styles section, click Format as Table .

3. From the drop-down list, select a table style to apply.

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In the Format As Table dialog box, click OK .

Move between Tables and Ranges

When working in tables in Excel, you can select cells and cell ranges as you would within a worksheet, by clicking
to select a cell and clicking and dragging to select a worksheet.

However, to select rows and columns in a table, you need to click the left edge of the row or the top edge of the
column, respectively, when it turns to an arrow.

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Modify Tables

You can modify Excel tables in a number of different ways.

Add and Remove Cells within a Table

To insert or remove rows or columns of cells within a table, select the row or column to be removed, right-click, and
select Insert or Delete .
Define Titles

By default when you create a table in Excel, titles are created by default; headers are turned into titles.

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To turn this feature off, from the Table Tools Design tab, in the Table Style Options group, uncheck the Header
Row check box.

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Band Rows and Columns
You can band rows and columns in an Excel table. To do this, select the TABLE TOOLS DESIGN tab and in the
Table Style Options group, check the check boxes to band rows or columns.

Remove Styles from Tables

You may want to remove styles that you applied to your Excel table.

To remove styles, select the Table Tools Design tab and in the Table Styles group, select the arrow to view more
options, and then select Clear .

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Exercise 19 Creating and Modifying a Table in Excel

5 to 10 minutes

. modify it.
In this exercise, you will create an Excel table and

1. Open the Sales - Table.xlsx file from your Excel2016.2/Exercises folder.

2. Create a table that includes the data in all of the cells, using a style of your choice.

3. Now, remove the style that you chose.

Exercise Solution

1. Select the cell range of the data, so from A1:D4.

2. From the Home tab, in the Styles section, click Format as Table .

3. From the drop-down list, select a table style of your choice to apply.
.

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4.

In the Format As Table dialog box, click OK .

5. Select the Table Tools Design tab and in the Table Styles group, select the arrow to view
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more options, and then select Clear .

6. Save the workbook.

Conclusion

In this lesson, you have learned:

1. To format data in Excel as a table.

2. To modify Excel tables.

6. Advanced Formatting

In this lesson, you will learn...

1. To use conditional formatting to display cells differently based on their values.

2. To quickly format tables using styles.

3. To format cells using styles.

Applying Conditional Formatting

.

Conditional formatting enables you to automatically draw attention to interesting, exciting, concerning, unusual, or
other data. Uses of conditional formatting include:

1. Highlighting the highest or lowest numbers in a report.

2. Highlighting numbers above or below a certain number.

3. Highlighting specific values with specific colors.

4. Drawing attention to specific dates.

5. Highlighting cells that contain specific text.

6. Highlighting numbers within a certain range.

7. Visually displaying the values within cells.

Conditional formatting functionality includes:

1. Highlight Cells Rules . Highlight numbers greater than, less than, between, or equal to specific numbers.
Also highlight cells that include specific text, dates with a specified range, and duplicate values.

2. Top/Bottom Rules . Highlight the top or bottom X or X% results in a data set, or numbers that are above or
below average.

3. Data Bars . Visually display values by filling portions of cells with colors based on the values.

4. Color Scales . Visually display values by associating cell colors with the values in the cells.

5. Icon Sets . Visually display values using icons.

6. Formatting Based on Values in Other Cells . Formatting can be based on the value within the cell itself or
on the value within another cell.

To apply conditional formatting:

1. Choose the cell or cells to which you wish to apply conditional formatting.

2. On the Home tab, in the Styles group, click the Conditional Formatting command:
3. Select the rule or format you wish to apply by clicking on it:

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4. If necessary, fill out the requested information in the dialog box that appears.

Watch and follow along as your instructor shows you some of the many ways you can use
conditional formatting. YA YA
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Exercise 20 Using Conditional Formatting

15 to 25 minutes

In this exercise, you will practice using conditional formatting in a number of different ways.

1. Open Conditional Formatting.xlsx from your Excel2016.2/Exercises folder.

2. In Sheet1, in the Listing Price column, highlight the most expensive 20% of houses using yellow fill with dark
yellow text.

3. In Sheet1, in the Town column, highlight all cells containing "Fayetteville" using light red fill.

4. In Sheet1, in the Square Feet column, use blue gradient fill to visually demonstrate the size of each house.

5. In Sheet1, in the Bedrooms column, highlight all cells showing 4 bedrooms using a red border.

6. In Sheet1, in the Bathrooms column, use icon indicators to draw attention to houses that have 1 or 4
bathrooms.

7. In Sheet2, in the Date Due column, highlight all past dates in light red fill with dark red text, current dates in
yellow fill with dark yellow text, and future dates in green fill with dark green text. Tip: When creating the rules,
instead of entering today's actual date, enter "=today()" (do not enter the quotation marks).
Exercise Solution

1. In Sheet1 in the Listing Price column, highlight the most expensive 20% of houses using yellow fill with dark
yellow text.

A. Select column B.

B. On the Home tab, in the Styles group, click Conditional Formatting , Top/Bottom Rules , and then
Top 10%... :

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C. In the Top 10% dialog box, increase the % to "20", select

Yellow Fill with Dark Yellow Text, and click OK :

2. In Sheet1, in the Town column, highlight all cells containing "Fayetteville" using light red fill.

A. Select column C.

B. On the Home tab, in the Styles group, click Conditional Formatting ,

Highlight Cells Rules , and then Equal To... :

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C. In the Equal To dialog box, enter "Fayetteville", select Light Red Fill , and click OK :

3. In Sheet1, in the Square Feet column, use blue gradient fill to visually demonstrate the size of each house.

A. Select column D.

B. On the Home tab, in the Styles group, .

. click Conditional Formatting , Data Bars , and then under

Gradient Fill select Blue Data Bar :

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4. In Sheet1, in the Bedrooms column, highlight all cells showing 4 bedrooms with a red border.

A. Select column E.

B. On the Home tab, in the Styles group, click Conditional Formatting ,

Highlight Cells Rules , and then Equal To... :

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C. In the Equal To dialog box, enter "4", select Red Border , and click OK :

5. In Sheet1, in the Bathrooms column, use icon indicators to draw attention to houses that have 1 or 4
bathrooms.

A. Select column F.

B. On the Home tab, in the Styles group, click Conditional Formatting , Icon Sets , and then select one
of the options under Indicators :

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6. In Sheet2, in the Date Due column, highlight all past dates in light red fill with dark red text, current dates in
yellow fill with dark yellow text, and future dates in green fill with dark green text.

A. Select cells B2:B9.

B. On the Home tab, in the Styles group, click Conditional Formatting ,

 Highlight Cells Rules , and then Less Than... :

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C. In the Less Than dialog box, enter today's date, select

Light Red Fill with Dark Red Text , and click OK :

D. . click Conditional Formatting ,

On the Home tab, in the Styles group,

Highlight Cells Rules , and then Equal To... :

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E. In the Equal To dialog box, enter today's date, select Yellow Fill with Dark Yellow Text , and click OK :

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 F. On the Home tab, in the Styles group, click Conditional Formatting ,

Highlight Cells Rules , and then Greater Than... :

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G. In the Greater Than dialog box, enter today's date, select

Green Fill with Dark Green Text , and click OK :

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Working with Styles

Styles can be applied both to tables and to individual or groups of cells. Styles can also be applied to charts and
illustrations, though applying styles to charts and illustrations is not covered in this lesson.

Applying Styles to Tables

Converting Data to a Table

.
If your data is not already formatted as a table, then convert it to a table:

1. Select the cells you wish to convert to a table. If you select just one cell, then Excel will guess which other
cells you wish to include and will ask you to verify.

2. On the Home tab, in the Styles group, click the Format as Table command:

3. Select one of the options from the drop-down list:

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4. In the Format As Table dialog box, verify which cells contain the data for the table and click OK :

Note: Lists can also be converted to tables using the Table command on the Insert tab. This is covered in the
lesson on working with lists.

Changing the Style Applied to Your Table

When you select a cell in a table, the Table Tools Design tab appears:

To change the style applied to your table:

1. Select any cell in your table.

2. Click the More arrow in the Table Styles group to see all the styles available:

3. Move your mouse over the many different styles available in the Table Styles group to see what your table
will look like if you select that style:
4. Select one of the styles by clicking on it.

Applying Styles to Cells

To apply a style to a cell or group of cells:

1. Select the cell or cells to which you wish to apply a style.

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3. Move your mouse over the many different styles available in the drop-down list to see what your cell(s) will
look like if you select that style:

4. Select one of the options from the drop-down list by clicking on it.

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Exercise 21 Working with Styles
5 to 15 minutes

In this exercise, you will convert data to a table, change the format of the table, and format cells.

1. Open Styles.xlsx from your Webucator/Excel2016.2/Exercises folder.

2. Convert the data in cells A3:E8 to a table using one of the Light styles.

3. Change the format of the table to one of the Dark styles.

4. Apply a cell style to cells A1:C1.

Exercise Solution

1. Convert the data in cells A3:E8 to a table, using one of the Light styles.

A. Select a cell in the range A3:E8:

B. On the Home tab, in the Styles group, click the Format as Table command:

C. Select one of the Light style options

Y from the drop-down list:

D. In the Format as Table dialog box, verify which cells contain the data for the table and click OK :

2. Change the format of the table to one of the Dark styles.

A. Select a cell in the range A3:E8:

 B. Click the More arrow in the Table Styles group:

C. Select one of the Dark style options from the list:

3. Apply a cell style to cells A1:C1.

A. Select cells A1:C1.

B. On the HOME tab, in the Styles group, click the Cell Styles command:

C. Choose a style from the styles available by clicking on it:

Creating and Modifying Templates

You can save a workbook as a template to use in the future. To create a custom template:

1. Select the File menu tab and then click Save As . Navigate to where you want to save the template by
clicking Browse .

2. In the Save As dialog box, from the Save as type drop-down list, select one of the template options.
3. Click Save to save the template (by default, it is saved in the following location: C:\Users\user
name\Documents\Custom Office Templates).

Modify a Custom Template

To modify a custom template that you have created:

1. Select the File menu tab and then click Open . Navigate to the C:\Users\user name\Documents\Custom
Office Templates folder.

2. Open the template you wish to modify and make changes.

3. From Backstage view , select Save As, and then from the Save as type drop-down list, select one of the
template options.

4. Click Save to save the changes.

Conclusion

.
In this lesson, you learned to use conditional formatting .
to display cells differently based on their values, to quickly
format tables using styles, and to format cells using styles.
7. Features New in Excel 2013

In this lesson, you will learn...

1. About the functions that were new in Excel 2013.

2. How to use the new chart tools in Excel.

3. How to use the Quick Analysis tool.

4. How to use the Chart Recommendation feature.

Excel 2013 provided a number of new functions and tools to help make working with worksheets easier and more
efficient. Those features are still available in 2016.

New Functions in Excel

A number of new functions were introduced in 2013 that are available to work with that are available in the
Function Library group of the Formulas tab.

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Some of the new functions include the following. To view all of the functions, click each button in the Function
Library .

1. DECIMAL function: Available on the Math & Trig tab. This function converts the text of a number in a given
base into a decimal number.

2. ACOT function: Available on the Math & Trig tab. This function returns the arccotangent of a number.

3. ENCODEURL function: Available on the More Functions tab in the Web section. This function returns a
URL-encoded string.
.
4. DAYS function: Available on the Date & Time tab. This function shows the number of days between two
dates.

Exercise 22 Using the New Excel Functions

05 to 10 minutes

In this exercise, you will use one of the new functions.

1. Open New Functions.xlsx from your Excel2016.2/Exercises folder.

2. Use the new DAYS function to determine the amount of time between the two dates that are listed in Column
 A.

Exercise Solution

1. Select the Formulas tab and in the Function Library group, select the Date & Time tab.

2. Select DAYS.

3. AT
In the Function Arguments dialog box, enter
. "A3" as the End_date and "A2" as the

Start_date and click OK .

.
4. Notice that 56 days are between these two dates.
Using New Chart Tools

Charts are easy to format and work with using three chart buttons that appear when you select the chart.

To use the new chart tools:

1. Click the chart you want to work with.

2. Notice the three buttons that appear next to the chart.

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3. Use the Chart Elements button to quickly work with the legend, data labels, axis titles, and more.

4. Use the Chart Styles button to change the style and color of your chart.
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5. Use the Chart Filters button to change which data points and names appear in your chart.

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Exercise 23 Using Chart Tools

10 to 15 minutes

In this exercise, you will use the new chart tools.

1. Open New Chart Tools.xlsx from your Excel2016.2/Exercises folder.

2. Use the Chart Elements button to add a Primary Horizontal style title to the x-axis named "Sales (in $)" to the
Quarterly Sales chart.
Exercise Solution

1. Click the chart to select it.

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2. Click the Chart Elements button.

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3. Click Axis Titles and then select Primary Horizontal .

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4. Select the newly displayed Axis Title text box and type "Sales (in $)".
Using the Quick Analysis Tool

The Quick Analysis tool is a new feature that allows you to convert your data quickly and easily into a chart or table.

To use the Quick Analysis tool:

1. Select the cells of data that you want to analyze.

2. Notice the Quick Analysis Tool icon that is displayed at the bottom of the data. Click it.

3. Roll over each option in the Quick Analysis gallery to see a preview.
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4. To select an option, click it.

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Exercise 24 Using the Quick Analysis TTool
.

10 to 15 minutes

In this exercise, you will use the new Quick Analysis tool.

1. Open Using Quick Analysis Tool.xlsx from your Excel2016.2/Exercises folder.

2. For the January, February, and March data, use the Quick Analysis tool to add the formatting Icon Set feature.

3. Save your changes.

Exercise Solution

1. Select cells B4:D8.

2. Click the Quick Analysis Tool icon.

3. Click the Icon Set icon of the Formatting tab to select this type of formatting.

4. The data now appears with icon set formatting.

Using the Chart Recommendation Feature

The Chart Recommendation feature can assist you by providing charts that suit your data.

To use the Chart Recommendation feature:

1. Select the cells of data for which you want to create the chart.

2. Select the Insert tab, and in the Charts group, click Recommended Charts .

3. Excel 2013 displays the Insert Chart dialog box, displaying the Recommended Charts tab (as well as the
All Charts tab.
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4. To select a chart, select it and click OK .

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Conclusion

In this lesson, you have learned:

1. About the new functions that became available in Excel 2013.

2. How to use the new chart tools.

3. How to use the Quick Analysis tool.

4. How to use the Chart Recommendation feature.

8. New Features in Excel 2016

In this lesson, you will learn...

1. About the new chart types available to organize data in Excel 2016.

Excel 2016 provides a number of new features.

New Charts

Microsoft 2016 provides six new chart types to help you visualize your data. These new charts are:

• Treemap: The treemap chart can be used to spot patterns; it organizes your data in a hierarchical view. The
trees "branches" are rectangles and smaller rectangles. It uses color and proximity to organize data into
categories.

• Sunburst: This chart is also known as a ring chart. A sunburst chart displays data hierarchically. The innermost
rings are the top of the hierarchy.

• Histogram: A histogram chart is used to display frequency data in columns.

• Waterfall: The waterfall chart is useful when you are adding and subtracting data. This type of chart keeps a
running total of the data, displayed as columns.
• Box & Whisker: This chart type organizes data to show the means and outliers of the data, by arranging it in
quartiles. The "whiskers" are lines that indicate variability that is outside of the upper and lower quartiles.

• Pareto: This type of chart is a type of histogram that sorts data with columns, in descending order, and then a
line showing the cumulative total percentage.

The treemap and sunburst charts are available from the Insert Hierarchy Chart drop-down from the Insert tab,
Charts group. Select Insert Waterfall or Stock

Chart for the waterfall chart; select Insert Statistical Chart for the histogram, pareto, or box & whisker chart.

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You can view each chart by selecting Recommended Charts , and then clicking the All Charts tab.
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Exercise 25 Creating a Histogram Chart

10 to 15 minutes

In this exercise, you will use one of the new chart types available in Excel 2016.

1. Open the Histogram Chart.xlsx from your Excel2016.2/Exercises folder.

2. Use the histogram chart to visually represent the data contained in cells A2:B40.

Exercise Solution

1. Select cells A2:B40.

2. From the Insert tab, in the Charts group, select Recommended Charts .

3. Select the All Charts tab, and from the left, select Histogram and click OK .
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4. The histogram chart appears. You can drag it to reposition it.

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Conclusion

In this lesson, you have learned:

1. About the new chart types available to organize data in Excel 2016.