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Intermediate

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 EX19I-1 Microsoft Excel 2019 Intermediate – 1

Contents
Lesson 1 Performing Calculations .............................................................................................. 3
Topic A: Reuse Formulas ........................................................................................................ 3
RELATIVE REFERENCES ....................................................................................................... 3
ABSOLUTE REFERENCES ..................................................................................................... 3
MIXED REFERENCES ........................................................................................................... 3
Lesson 2: Working with Functions ............................................................................................. 5
Topic A: Using Statistical Function ......................................................................................... 5
COUNTA FUNCTION ........................................................................................................... 5
AVERAGEA FUNCTION........................................................................................................ 6
COUNTIF Function .............................................................................................................. 7
AVERAGEIF Function ........................................................................................................ 10
Topic B: Using Mathematical Function ................................................................................ 12
SUMIF FUNCTION ............................................................................................................. 12
Topic C: Using Logical Function ............................................................................................ 14
IFERROR FUNCTION.......................................................................................................... 14
IF FUNCTION..................................................................................................................... 15
Lesson 3: Organizing Worksheet Data With Tables ................................................................ 15
Topic A: Create and Modify Tables ...................................................................................... 16
TABLES .............................................................................................................................. 16
TABLE COMPONENTS ....................................................................................................... 16
THE CREATE TABLE DIALOG BOX...................................................................................... 17
THE TABLE TOOLS – DESIGN CONTEXTUAL TAB .............................................................. 18
STYLES AND QUICK STYLE SETS ........................................................................................ 19
CUSTOMIZING ROW DISPLAY........................................................................................... 21
TABLE MODIFICATION OPTIONS ...................................................................................... 22
Topic B: Sort and Filter Data ................................................................................................ 24
THE DIFFERENCE BETWEEN SORTING AND FILTERING .................................................... 24
SORTING DATA ................................................................................................................. 24
ADVANCED FILTERING...................................................................................................... 26
REMOVING DUPLICATE VALUES....................................................................................... 28
Topic C: Use Subtotal and Database Functions to Calculate Data ....................................... 29
SUBTOTAL FUNCTIONS..................................................................................................... 30
SUMMARY FUNCTIONS IN TABLES................................................................................... 30
 EX19I-1 Microsoft Excel 2019 Intermediate – 1

Lesson 4: Visualizing Data with Chart ...................................................................................... 31

Topic A: Create Charts.......................................................................................................... 31
CHARTS ............................................................................................................................. 32
CHART TYPES .................................................................................................................... 33
CHART INSERTION METHODS .......................................................................................... 35
RESIZING AND MOVING THE CHART ................................................................................ 36
ADDING ADDITIONAL DATA ............................................................................................. 38
SWITCHING BETWEEN ROWS AND COLUMNS ................................................................ 40
Lesson 1 Performing Calculations

Topic A: Reuse Formulas

Excel contains a number of tools to help reduce your workload by streamlining tasks. This topic will
introduce you to a few tools and techniques that you can use when working with multiple formulas.

RELATIVE REFERENCES
Worksheets are composed of rows (horizontal, referenced with numbers) and columns (vertical,
referenced with letters). The intersection of each row with a column forms a cell, and each cell is
given a name in the “ColumnRow” format. These are called relative references and are typically the
most commonly used type of reference in Excel. Such references are flexible in that they change
depending upon the position of the formula.

ABSOLUTE REFERENCES
While relative references are fine for many, if not most situations, if data moved around or copied
using AutoFill, relative cell references can create incorrect and confusing results. To avoid this,
absolute cell references are used. These references use dollar signs ($) to make sure a formula
always references the same location, no matter where it is moved.

You can assign absolute cell references in three ways:

▪ $Column$Row: Both the row and column designation won’t change ($A$1).
▪ $ColumnRow: The column designation won’t change, but the row can ($A1). ▪
Column$Row: The row designation won’t change, but the column can (A$1).

MIXED REFERENCES
Mixed references are cell references that include a mix of absolute and relative references. For
example, $ColumnRow ($A1) is a mixed reference because while the column designation is an
absolute reference, the row designation is relative.

Additionally, Column$Row (A$1) is also a mixed reference because the row designation is an
absolute reference, while the column designation is a relative reference.

A mixed cell reference then, is a combination of relative and absolute cell references.

▪ $ColumnRow: The column designation won’t change, but the row can ($A1)
▪ Column$Row: The row designation won’t change, but the column can (A$1)

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Lesson 2: Working with Functions

Topic A: Using Statistical Function

COUNTA FUNCTION
The COUNTA function is to count the number of cells in a selected range that contain data such as
numbers, dates, formulas, or text labels.

You can use the following formula:

The syntax for the COUNTA function is:

COUNTA(Value1, Value2, Value3… )

Value1…Value255: The range of your data to be counted. It may contain values, date, text and
formulas.

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 Tips:

The maximum numbers of arguments is 255.

AVERAGEA FUNCTION
Average is the arithmetic mean, and is calculated by adding a group of numbers and then dividing by
the count of those numbers. For example, we would like to average the values below that contains
text. The Average function includes cells with zero, but not cells with text, blanks and logical values.
The AVERAGEA function will include text, blanks, logical values and zero.

You can use the following formula:

The syntax for the AVERAGEA function is:

AVERAGEA(Value1, Value2, Value3, …)

Value1…Value255: The range of your data to be averaged. It may contain values, date, text
and formulas.

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 Tips:

The maximum numbers of arguments is 255.

COUNTIF Function
Microsoft Excel provides additional functions that can be used to analyze your data based on
multiple criteria. You will use COUNTIFS to count cells that meets multiple criteria. For
example, we would like to count the sales value between 1500 and 5500.

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You can use the following formula:

The syntax for the COUNTIFS function is:

COUNTIFS(Criteria_range1, Criteria1, Criteria_range2, Criteria2, …)

• Criteria_Range1: Where is the first group of data?

• Criteria1: Which cells to count for first group.
• Criteria_Range2: Where is the second group of data?
• Criteria2: Which cells to count for second group.

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 Tips:
• The maximum numbers of criteria that can be set is 127.

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AVERAGEIF Function

AVERAGEIF averages cells that meets multiple criteria. For example, we would like to find
the average sales between 1500 and 5500.

You can use the following formula:

The syntax for the AVERAGEIFS function is:

AVERAGEIFS(Criteria_range1, Criteria1, Criteria_range2, Criteria2, …)

• Average_range: Where are the cell to be averaged?

• Criteria_Range1: Where is the first group of data?
• Criteria1: Which cells to average for first group.
• Criteria_Range2: Where is the second group of data?
• Criteria2: Which cells to average for second group.

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Topic B: Using Mathematical Function

SUMIF FUNCTION
You use the SUMIF function to sum the values in a range that meet criteria that you specify. For
example, suppose that in a column that contains numbers, you want to sum only the values that are
larger than 5000.

You can use the following formula:

The syntax for the SUMIF function is:

SUMIF(Range, Criteria, Sum_range)

• Range: Where is the range to be evaluated?

• Criteria: Which cells to sum?
• Sum_Range: Actual cells to sum

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Topic C: Using Logical Function

IFERROR FUNCTION
Introduced since Excel 2007, IFERROR(…) formula checks a formula and returns the value of formula
if there is no error, otherwise a custom formula. For example, when you construct a formula in
Excel, you may get an error in your result. Using the IFERROR function, it catches errors like #DIV/0!,
#NAME?, #N/A and #REF!.

You can use the following formula:

The syntax for the IFERROR function is:

IFERROR(Value, Value_if_error)

• Value: The formula or expression or reference

• Value_if_error: Your choice of result

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IF FUNCTION
In some case you may want to make decision based on either numbers or texts. Most of the time
we will eye ball check and fill in the result. This is tedious, you may want to use the IF function for
this. For example, we would like to compare between the Projected values against the Actual.

You can use the following formula:

The syntax for the IFERROR function is:

IF(Logical_test, Value_if_true, Value_if_false)

• Logical_test: A cell that can the tested to true or false

• Value_if_true: The answer shown if the test is true
• Value_if_false: The answer shown if the test is false

Lesson 3: Organizing Worksheet Data With Tables

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Topic A: Create and Modify Tables

While formulas and functions are great at analyzing data within your workbook, they are more apt at
analyzing entire workbooks rather than specific sets of data. If you need to analyze smaller sets of
data within a large workbook or break down large sets of data into smaller parts, then converting
your data into tables is often the best solution. Tables allow you to use Excel’s powerful
organizational capabilities without modifying the data itself. Using tables you can narrow down
specific data, focus on only the important information, and more.

TABLES
A table is a specially designated range of information that has added functionality. You can have
multiple tables per worksheet, and tables can be as large or small as the amount of data you want to
work with. Tables can be created from existing data ranges or from empty ranges and then
populated afterwards. Once a table has been created, it will automatically be given a generic name
such as “Table1” or “Table2” depending upon the number of tables present in the current
worksheet; however, these names can be changed at any time. Additionally, tables are flexible in
that you can convert a table back to a normal range at any point without affecting the contents.

A table is made from adjacent columns of data, with a unique label or heading for each column.
Columns and rows may be added to a table just as you would when working with a normal range.

Remember that each worksheet has a lot more rows than columns. This design is well suited for data
organized in long, adjacent, list-like columns:

TABLE COMPONENTS
There are a number of components that come together to create a table. Some of these
components, like the header row and banded rows, are required, but other components have the
ability to be toggled on or off. Below you can see a table with many of the components toggled on:

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Here is an overview of each element.

▪ The Header row (1) will display the column headers for each column in the table. For each
header within the Header row, you will see the Header row drop-down arrow (2). This is
used to access a variety of organizational commands.
▪ Banded rows (6) allow you to easily differentiate between each row that appears within the
table, while the Total row (3) is used to display the results of calculations that are done on a
column-by-column basis. The Total row also includes the Total row drop-down arrow when
selected. This gives you quick access to functions that can perform calculations on the table
data. Note that this component will only be displayed if a cell in the Total row is selected.
▪ Finally, the First column (4) option will apply a bold effect to first column to the table to
differentiate it from other columns. The Last column (5) option, when applied, will do the
same thing to the last column of data.

THE CREATE TABLE DIALOG BOX

The Create Table dialog box is used to convert existing ranges of data into a table. Additionally, this
dialog box also allows you to choose if you want to include the top row of the selected range in the
new table as a header row.

To access this dialog, select the cell range that you would like to convert into a table and then click
Insert → Table:

The Create Table dialog will open. You will see the selected range (using absolute cell references) in
the “Where is the data for your table?” text box:

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Clicking the OK button will convert the selected cell range into a table.

THE TABLE TOOLS – DESIGN CONTEXTUAL TAB

Whenever you are working with a table, the Table Tools – Design contextual tab will appear on the
ribbon. Using the controls on this tab, you can modify just about any aspect of your table:

Here is a brief description of the various groups that on this tab and the commands and options that
they contain.

Properties
This group allows you to view and edit the current
table’s name. You can also redefine the table size
using the Resize Table command.

Tools
Within this group, the Remove Duplicates command
allows you to remove duplicate values from the
current table. The “Summarize with PivotTable”
command will create a PivotTable out of the current
table, and the “Convert to Range” command will
convert it back to a regular range. You can also
insert a slicer into the table using the Insert Slicer
command.

External Table Data

The commands in this group are used to export
table data to other applications, as well as manage
data links to external resources.

Table Style Options

The checkbox controls in this group allow you to
toggle available table components on or off.

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 Table Styles
This group displays a gallery of styles that you can
apply to the current table.

STYLES AND QUICK STYLE SETS

Similar to cell styles, table styles are preconfigured formatting options that can be applied to tables.
They allow you to quickly apply a splash of color to your tables and in some cases enhance their
readability. While you do have the option of configuring your own table style, you can also select
from a variety of preconfigured quick styles. You can find all of these quick styles within the Table
Styles group of the Table Tools – Design tab:

Clicking the More arrow ( ) within the Table Styles gallery will expand it to show more options:

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Clicking any style option inside the Table Styles gallery will apply it to the current table:

To clear an applied style, click the More arrow ( ) within the Table Styles gallery, and then click
Clear:

The table will then be displayed with no style at all:

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CUSTOMIZING ROW DISPLAY
Rows in a table can be customized through the enabling (or disabling) of banded rows and the
inclusion of total rows. To toggle banded rows, first select the table that you would like to work with
and then click Table Tools – Design → Banded Rows:

While banded rows are enabled by default to make the data easier to read, disabling it is always an
option:

The total row is added to the end of the table and displays the totals for each column. Disabled by
default, you can toggle this customization by clicking Table Tools – Design → Total Row:

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When the total row is shown, you will see that it appears bold:

TABLE MODIFICATION OPTIONS

Tables can be modified like any worksheet found in Excel. To insert a new row, select the table row
below where you want to insert one or more blank table rows. Next, click Home → Insert → Insert
Table Rows Above:

A new blank row will then be added above the selected row, shifting everything below this row
downwards:

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Similarly, you can add new columns by selecting the table column to the right of where you want to
insert a new column. Next, click Home → Insert → Insert Table Columns to

Left.

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Topic B: Sort and Filter Data
The data that populates your worksheets is typically randomly sorted. This can cause a problem if
you need to conduct data analysis or simply get a better grasp of the data at hand. Using tables you
are able to quickly sort and filter data in a number of different ways to best suit your goals. Over the
course of this topic, you will learn how to sort and filter data in tables and ranges.

THE DIFFERENCE BETWEEN SORTING AND FILTERING

Typically you are able to sort worksheet data alphabetically or numerically in ascending or
descending order, but there are also options to sort data based on date and time, and even cell
color. While you are able to sort by either row or column, the vast majority of sorting is done by
column due to how most worksheets are constructed. Additionally, multiple sorts can be applied to
the same set of data.

Keep in mind when sorting table data that in order to make the most of Excel’s table functionality,
you should make sure that your table contains headers. This will make the data more meaningful
and easier to read, particularly if you are passing the data onto someone else in the future.

It is also important to keep in mind that when you sort data you are not changing the data in the
worksheet; you are only changing how it is displayed. Additionally, while there is no option available
to clear a sort and return it back to its original state, the Undo command can have the same effect.
Finally, if you apply a sort and then save your workbook, the sort applied will also be saved. This
means that if you need to undo a sort, you can only do it in the same session as when the sort was
applied.

Note that the sorting of multiple columns or rows in one range or table should only be done if those
columns or rows being sorted share some of the same entries. If this is not the case, the sort will tell
you nothing of value. (Keep info but include with previous concept)

Filtering data limits the amount of data shown in the report based on a selected condition. For
example, if you only wanted to show data from those with the last name Stone, you could use a
filter to do that.

SORTING DATA
Quick sorting allows you to quickly and easily apply common sorting options to data within the table.
Quick sorting can be applied to tables by clicking the pull-down arrow beside the name of the header
you want to sort. Then choose an ascending or descending sort option:

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The values will now be sorted in ascending or descending order based on the criteria that you
selected. The pull-down arrow beside the header name will also show what type of sort has been
applied. In the example below, you can see that the Weekly Sales column is now sorted by largest
value to smallest:

You can also apply a quick sort by clicking Data → Sort A to Z or Sort Z to A:

While using quick sorts is a simple way to apply basic sorting to your data, you are limited to sorting
one column at a time. Additionally, quick sorts can only be used to sort columns, not rows.

ADVANCED FILTERING
Custom filters allow you to easily construct a filter using And/Or statements. However, there may
come a time when you need to construct a logical statement using several parts, including multiple
And/Or statements at once. To do this, Excel lets you create your own advanced filters by entering
filter criteria directly onto the worksheet that contains the data that you are filtering.

Consider the following table. If you wanted to list all people who were more than 40 years old, you
can define a parameter directly in the worksheet, like this:

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Notice that the heading in F1 matches the corresponding table heading. The advanced filter is now
ready to be applied. This is done by clicking anywhere inside the table and then clicking Data →
Advanced (in the Sort & Filter group):

This action will cause the Advanced Filter dialog box to appear. The table data and headings will also
be selected with a flashing border on the worksheet, and you will see that the cell range has
automatically been entered in the “List range” field. The top of the dialog shows that the filter will
be applied to the current table. You will also see the option to create a copy of the filtered data in a
new location.

Next, you would then need to choose the criteria range using the “Criteria range” text box:

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Finally, clicking OK would then apply the sort. Only the data that meets the selected criteria will be
displayed. In this case only those who are older than 40 will be shown:

REMOVING DUPLICATE VALUES

In Excel, duplicate values occur when all of the values in a single row are identical to all of the values
in another row. Additionally, duplicate values are identified by a value that is displayed in cell – not
necessarily the one that is stored. For example, if you have two different date formats (1/22/2018
versus January, 22nd, 2018), these values will be determined to be unique. Below, you can see the
table contains a duplicate value with the information for Irma being shown twice:

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Excel has a built-in function to remove duplicate values where and when necessary. To take
advantage of this function, click anywhere inside of the table where the duplicate values occur and
then click Data → Remove Duplicates:

This action will display the Remove Duplicates dialog box. Here, you can select the columns that
contains the duplicates that you would like to remove (By default all of the columns in the table will
be selected). Click OK:

Any duplicate value found will then be removed. A dialog box will appear that informs you of the
number of duplicate values found and how many unique values remain:

Topic C: Use Subtotal and Database Functions to Calculate Data

While the ability to sort and filter your data can be essential to conducting common data analysis
tasks, you may at some point be required to apply calculations to a specific set of data within a
larger dataset. Using a variety of tools that Excel provides, you can do this by drilling down into your

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data. During this topic you will learn how to use the SUBTOTAL function, subtotaling features, and
database functions to complete these tasks.

SUBTOTAL FUNCTIONS
SUBTOTAL functions are used to perform calculations on only subsets of data within a range or table.
As the name suggests, this type of function is typically used to calculate subtotals. For example,
suppose that you are working with sales data that is sorted by Buyer:

While you could calculate the subtotal for each of these sections using the SUM function, this
approach would become more and more inefficient as the worksheet grows. A better approach
would be the SUBTOTAL function. This is because of the SUBTOTAL function’s unique ability to use
other functions within itself. For example, you can use SUM, AVERAGE, MAX, and MIN within the
SUBTOTAL function depending upon the type of calculations that you want performed. The functions
can then be applied to the range(s) in the function arguments.

SUMMARY FUNCTIONS IN TABLES

Since the subtotal feature is unavailable for tables, Excel provides summary functions that can be
used to achieve the same results when using tables instead of ranges. The primary difference
between these two tools is that summary functions do not automatically create data subsets in
tables; however, you can work around this by applying a summary function and then using filters to
show only the dataset that you wish you view.

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To apply a summary function to a table, you must first add a total row to the table (Table Tools –
Design → Total Row). With the total row displayed, click inside the total cell under the desired
column and click the pull-down arrow next to that cell. You can then choose from a list of functions:

With the function selected, you can now apply a filter to this table to only display the subset that
you want this function to be applied to. For this example, a filter was applied to only show orders
where the quantity of product ordered was less than 10:

Lesson 4: Visualizing Data with Chart

Topic A: Create Charts

While pure data can be analyzed by those familiar with this data and the tools that Excel provides,
sometimes you need graphical assistance to help interpret it. Additionally, charts are an enormous
help when people do not have time to study the data and only need a brief overview of the relevant
information. Over the course of this topic, you will learn how to create charts of different types,
using different methods in Excel 2019.

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CHARTS
Charts are graphical representations of data and relationships in a dataset. They are commonly used
in situations where viewers need to be able to quickly interpret data, without having to wade
through the worksheet itself.

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For example, here you can immediately see on this chart that A division generates the vast amount
of sales within the organization, while D generates the least:

CHART TYPES
There are 11 different chart types that you can choose from, and each of them are tailored to display
specific types of data. Each chart type then has even more sub-types that you can choose from in
order to further customize their appearance. All of these chart types and sub-types are accessed
using the Insert Chart or Change Chart Type dialog boxes. To open the Insert Chart dialog box, click
the Insert tab and click the option button ( ) in the Charts group while the dataset that you would
like to represent is selected:

(Alternatively, you can click Insert → [Any Chart Category] → All Chart Types.)

The Insert Chart dialog box consists of two tabs – Recommended Charts and All Charts. The
Recommended Charts tab will be displayed by default and will suggest a few chart types that best fit
the data that you are trying to represent. Usually, there a few options to choose from with the top-
most option being the most recommended one:

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The All Charts tab displays a list of primary chart types on the left, with a gallery of subtypes on the
right:

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CHART INSERTION METHODS
When inserting a new chart into a worksheet, you should always have the dataset that you would
like represented selected. If you select only one cell within the dataset in question, Excel will
automatically try and guess the data range that you are trying to represent. While this is a good idea
in theory, this feature does not always work as intended in practice.

Additionally, when you are inserting charts remember to include the row or column header when
selecting the dataset. This will ensure that categories that you want plotted along the X axis of the
chart are your column labels from the dataset and the data series are row labels. Once the data set,
including labels, is selected, you can then insert a chart using one of several options. Perhaps the
most direct way is to use the commands inside the Charts group of the Insert tab; however, you can
also use the Insert Chart dialog box, or insert the most recommended chart type for the selected
data using keyboard shortcuts.

If you would like the most recommended chart type to be inserted onto the same worksheet, you
would press Alt + F1. If you want the default chart type to be inserted into a new worksheet, press
F11.

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RESIZING AND MOVING THE CHART
Once a chart has been added to a worksheet, you are able to resize and move the chart around as
you see fit. To move a chart, click to select the chart in question and then drag it to its new
destination. Release your mouse button to place it there:

To resize the overall size of a chart, first click to select it. Next, click the Chart Tools – Format tab and
examine the Size group. Inside of this group you are able to enter the exact height and width that
you would like the chart to use:

Alternatively, you can resize a chart using the resize handles that appear on each of its sides and
corners while it is selected:

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To use these handles click and drag them in the direction that you want the chart enlarged or made
smaller. Using the handles on the sides you can modify the chart size in one direction (horizontal and
vertical), while the corner resize handles allow you to resize the chart size in both directions at the
same time.

You can also find some resize options in the Format Chart Area pane, in the Size & Properties
section:

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Included are both the Height and Width increment boxes, as well as options to adjust the height and
width scaling. You would use the scaling options if you would like to decrease the size of your chart
by half (50%) or increase it by half (150%). You will also find the “Lock aspect ratio” check box. When
checked this will prevent your chart from getting skewed when you try to change only the height but
not the width for example.

ADDING ADDITIONAL DATA

Once a chart has been created, the data that it represents doesn’t have to be static. You can add or
remove information from the data range and have the chart represent these changes
instantaneously. To do this, first click to select the chart in question. While the chart is selected, you
will see that the associated data range will appear outlined and shaded in on the worksheet:

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By clicking and dragging the resize handles for these outlines, you can choose which data you would
like to include in the chart. For example, if you wanted to include the additional line of information
shown in the example above, you would click and drag the resize handle downwards:

Once the range area has been successfully resized, the new data will immediately be incorporated
into the chart. In this case you can see that F is now represented:

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SWITCHING BETWEEN ROWS AND COLUMNS
Occasionally, you may find the need to switch between rows and columns so that your chart
represents the data differently. To do this, first click Chart Tools – Design → Select Data:

This action will display the Select Data Source dialog box. Click the Switch Row/Column button to
swap the rows and columns:

Clicking the OK button will apply the new changes and they will be represented in the chart:

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