MODULE 4: USING ADVANCED FORMULAS AND CREATING CHARTS AND

OTHER VISUALIZATIONS

General Note: This step-by-step process is generally applicable to Microsoft Excel

2016. If you are using a different version (previous or advance), there might be a
difference in the commands. Also, there would be a difference in executing the
commands since laptops have different key features especially if you are using a
Macbook.

Topic 1. Using Advanced Formulas

Step by Step: Use the SUMIF Function

1. LAUNCH​ ​Excel.
2. OPEN​ ​the M ​ 4-Topic 1. Exercise 1 ​file for this lesson, and ​SAVE​ ​it to your ​M4-Topic
1. Exercises​ folder as ​M4-Topic 1. Exercise 1 Solution​.
3. Select ​H5​. Click the ​Formulas​ ​tab and then in the Function Library group, click ​Math
&​ ​Trig​. Scroll to and click ​SUMIF​. The ​Function Arguments ​dialog box opens with text
boxes for the arguments, a description of the formula, and a description of each
argument.
4. In the ​Function Arguments ​dialog box, click the ​Collapse​ ​Dialog​ ​button for the Range
argument. This allows you to see more of the worksheet. Select the cell range ​C5:C16​.
Press ​Enter​. By doing this, you apply the cell range that the formula will use in the
calculation.
5. In the Criteria box, type ​>200000​ ​and then press ​Tab​. The figure below shows that the
Sum_ range text box is not bold. This means that this argument is optional. If you leave
the Sum_range blank, Excel sums the cells you enter in the Range box. You now applied
your criteria to sum all values that are greater than $200,000.

➔ Take Note: I​ t is not necessary to type dollar signs or commas when entering dollar
amounts in the Function Arguments dialog box. If you type them, Excel removes them
 from the formula and returns an accurate value. The cells in column H where you will
enter formulas have already been formatted for the data.

6. Click ​OK​ ​to accept the changes and close the dialog box. You see that $1,657,100 of
Fabrikam’s December revenue came from properties valued in excess of $200,000.
7. If for some reason you need to edit the formula, select the cell that contains the function,
and on the Formulas tab, or in the Formula Bar, click the ​Insert​ ​Function​ ​button to
return to the ​Function Arguments d ​ ialog box (shown here).

➔ Take Note: T ​ he result of the SUMIF formula in H5 does not include the property value
in C15 because the formula specified values greater than $200,000. To include this
value, the criterion needs to be >= (greater than or equal to).

8. Click ​OK​ ​or press ​Esc​ ​if you have no changes.

9. Select cell ​H6​, and then in the Function Library group, click ​Recently​ ​Used​ ​and then
click ​SUMIF​ ​to once again open the ​Function Arguments ​dialog box. The insertion
point should be in the Range box.
10. In the Range field, select cells ​E5:E16​. The selected range is automatically entered into
the text box. Press ​Tab​.
11. In the Criteria box, type ​<3%​ ​and then press ​Tab​. You enter the criteria to look at
column E and find values less than 3%.
12. In the Sum_range field, select cells ​C5:C16​. The formula in H6 is different from the
formula in H5. In H6, the criteria range is different from the sum range. In H5, the
criteria range and the sum range are the same. In H6, SUMIF checks for values in
column E that are less than 3% (E8 is the first one) and finds the value in the same row
and column C (C8 in this case) and adds this to the total. Click ​OK​ ​to accept your
changes and close the dialog box. Excel returns a value of $1,134,200.
13. SAVE the workbook.
 14. LEAVE​ ​the workbook open for the next exercise.

➔ Take Note: W ​ hen you click Recently Used, the last function that you used appears at
the top of the list. Similarly, when you click Insert Function, the Insert Function dialog
box opens with the last used function highlighted.
➔ Take Note: Y ​ ou do not need to collapse the dialog box as you did in Step 3. You can
directly highlight the range if the dialog box is not in the way. Another option is to
move the dialog box by dragging the title bar.

Step by Step: Use the SUMIFS Function

1. USE​ ​the workbook from the previous exercise.

2. Click cell ​H7​. On the Formulas tab, in the Function Library group, click ​Insert
Function​.
3. In the Search for a function box, type ​SUMIFS​ ​and then click ​Go​. SUMIFS is
highlighted in the Select a function box.
4. Click ​OK​ ​to accept the function.
5. In the ​Function Arguments ​dialog box, in the Sum_range box, select cells ​C5:C16​. This
adds your cell range to the argument of the formula.
6. In the Criteria_range1 box, select cells ​F5:F16​. In the Criteria1 box, type ​<=60​. This
specifies that you want to calculate only those values that are less than or equal to 60.
When you move to the next text box, notice that Excel places quotation marks around
your criteria. It applies these marks to let itself know that this is a criterion and not a
calculated value.
7. In the Criteria_range2 box, select cells ​C5:C16​. You are now choosing your second cell
range.
8. In the Criteria2 box, type ​>200000​. Click ​OK​. You now applied a second criterion that
will calculate values greater than 200,000. Excel calculates your formula, returning a
value of $742,000.
9. Select ​H8​ ​and then in the Function Library group, click ​Recently Used​.
10. Select ​SUMIFS​. In the Sum_range box, select ​C5:C16​.
11. In the Criteria_range1 box, select cells ​F5:F16​. Type ​<=60​ ​in the Criteria1 box.
12. In the Criteria_range2 box, select cells ​E5:E16​. Type ​<3%​ ​in the Criteria2 box and then
press ​Tab​. To see all arguments, scroll back to the top of the dialog box (see below).
 13. Click ​OK​. After applying this formula, Excel returns a value of $433,000.
14. SAVE the workbook.
15. LEAVE​ ​the workbook open for the next exercise.

➔ Troubleshooting: ​It is a good idea to press Tab after your last entry and preview the
result of the function to make sure you entered all arguments correctly.

★ The formulas you use in this exercise analyze the data on two criteria. You can continue
to add up to 127 criteria on which data can be evaluated.
★ Because the order of arguments is different in SUMIF and SUMIFS, if you want to copy
and edit these similar functions, be sure to put the arguments in the correct order (first,
second, third, and so on).
★ In this exercise, you practice using the COUNTIF function twice to calculate the number
of homes sold and listed >=200,000.
○ The ranges you specify in these COUNTIF formulas are prices of homes.
○ The criterion selects only those homes that are $200,000 or more.

Step by Step: Use the COUNTIF Function

1. USE​ ​the workbook from the previous exercise.

2. Select H​ 9​. In the Function Library group, click ​More Functions​, select ​Statistical​,
and then click ​COUNTIF​.
3. In the ​Function Arguments ​dialog box, in the Range box, select cells ​B5:B16​.
​ =200000 ​and then press ​Tab​. Preview the result and then
4. In the Criteria box, type​ >
click ​OK​. You set your criteria of values greater than or equal to $200,000. Excel returns
a value of 9.
5. Select ​H10​ ​and then in the Function Library group, click ​Recently Used​.
6. Select ​COUNTIF​. In the ​Functions Arguments ​dialog box, in the Range box, select cells
C5:C16​.
 7. In the Criteria box, type ​>=200000 ​and press ​Tab​. Preview the result and click ​OK​. A
value of 7 is returned when the formula is applied to the cell.
8. SAVE the workbook.
9. LEAVE​ ​the workbook open for the next exercise.

Step by Step: Use the COUNTIFS Function

1. USE​ ​the workbook from the previous exercise.

​ 11​. In the Function Library group, click ​Insert​ ​Function​.
2. Select H
3. In the Search for a function box, type ​COUNTIFS​ ​and then click ​Go​. COUNTIFS is
highlighted in the Select a function box.
4. Click ​OK​ ​to accept the function and close the dialog box.
5. In the ​Function Arguments ​dialog box, in the Criteria_range1 box, type ​F5:F16​. You
selected your first range for calculation.
6. In the Criteria1 box, type ​>=60 ​and then press ​Tab​. The descriptions and tips for each
argument box in the ​Function Arguments d ​ ialog box are replaced with the value when
you move to the next argument box (see the figure below). The formula result is also
displayed, enabling you to review and make corrections if an error message occurs or an
unexpected result is returned. You now set your first criterion. Excel shows the
calculation up to this step as a value of 8.

7. In the Criteria_range2 box, select cells ​E5:E16​. You selected your second range to be
calculated.
8. In the Criteria2 box, type ​>=5%​ ​and then press ​Tab​ ​to preview. Click ​OK​. Excel returns
a value of 2.
 9. SAVE the workbook.
10. LEAVE​ t​ he workbook open for the next exercise.

★ A cell in the range you identify in the Function Arguments dialog box is counted only if
all of the corresponding criteria you specified are TRUE for that cell.
★ If a criterion refers to an empty cell, COUNTIFS treats it as a 0 value.

➔ Take Note: W ​ hen you create formulas, you can use the wildcard characters, question
mark (?) and asterisk (*), in your criteria. A question mark matches any single
character; an asterisk matches any number of characters. If you want to find an actual
question mark or asterisk, type a grave accent (`) preceding the character.

Step by Step: Use the AVERAGEIF Function

1. USE​ ​the workbook from the previous exercise.

2. Select H​ 12​ ​and then in the Function Library group, click ​More Functions​. Select
Statistical​ ​and then click ​AVERAGE​.
3. In the Number1 box, type ​B5:B16​ ​and then click O ​ K​. A mathematical average for this
range is returned.
4. Select ​H13​ ​and then in the Function Library group, click ​Insert Function​.
5. Select ​AVERAGEIF​ ​from the function list or use the function search box to locate and
accept the AVERAGEIF function.
6. In the ​Function Arguments d ​ ialog box, in the Range box, select cells ​B5:B16​.
7. In the Criteria box, type ​>=200000​.
8. In the Average_range box, select ​F5:F16​ ​and then press ​Tab​ ​to preview the formula. In
the preview, Excel returns a value of 63.33.
9. Click ​OK​ ​to close the dialog box.
10. SAVE the workbook and LEAVE​ ​it open for the next exercise.

★ In this exercise, you first find the average of all cells in a range and then find a
conditional average.

Step by Step: Use the AVERAGEIFS Function

1. USE​ ​the workbook from the previous exercise.

2. Click cell ​H14​. In the Function Library group, click ​Insert Function​.
3. Type ​AVERAGEIFS​ ​in the Search for a function box and then click ​Go​. AVERAGEIFS
is highlighted in the Select a function box.
4. Click ​OK​ ​to accept the function and close the dialog box.
5. In the ​Function Arguments d ​ ialog box, in the Average_range box, select cells ​F5:F16​.
Press ​Tab​.
6. In the Criteria_range1 box, select cells ​B5:B16​ ​and then press ​Tab​. You selected your
first criteria range.
7. In the Criteria1 box, type ​<200000​. You set your first criteria.
8. In the Criteria_range2 box, select cells ​E5:E16​ ​and then press ​Tab​. You have selected
your second criteria range.
 9. In the Criteria2 box, type ​<=5%​ ​and then press ​Tab​. Click ​OK​. Excel returns a value of
60.
10. SAVE the workbook and then CLOSE​ ​it.
11. LEAVE​ ​Excel open for the next exercise.

★ You entered only two criteria for the SUMIFS, COUNTIFS, and AVERAGEIFS formulas
you created in the previous exercises.
★ In large worksheets, you often need to use multiple criteria for the formula to return a
value that is meaningful for your analysis.
★ You can enter up to 127 conditions that data must match in order for a cell to be included
in the conditional summary that results from a SUMIFS, COUNTIFS, or AVERAGEIFS
formula.
★ The following statements summarize how values are treated when you enter an
AVERAGEIF or AVERAGEIFS formula:
○ If Average_range is omitted from the function arguments, the range is used.
○ If a cell in Average_range is an empty cell, AVERAGEIF ignores it.
○ If the entire range is blank or contains text values, AVERAGEIF returns the
#DIV/0! error value.
○ If no cells in the range meet the criteria, AVERAGEIF returns the #DIV/0! error
value.

Step by Step: Use the VLOOKUP Function

1. LAUNCH​ ​Excel if it is not already open.

2. OPEN the M ​ 4-Topic 1. Exercise 2 ​file for this lesson, and ​SAVE​ ​it to your ​M4-Topic
1. Exercises​ folder as ​M4-Topic 1. Exercise 2 Solution.​
3. With the Performance sheet active, select cells ​A15:C20 ​in the worksheet. Click the
Formulas​ ​tab, and then in the Defined Names group, click ​Define​ ​Name​. The New
Name dialog box opens.
4. In the New Name dialog box, in the Name box, type ​Bonus​. Click ​OK​ ​to close the dialog
box. You defined the range name.
5. Click cell ​E5​, and then in the Function Library group, click ​Lookup​ ​& Reference ​and
select ​VLOOKUP​.
6. In the Lookup_value text box, type ​B5​ ​and then press ​Tab​. The insertion point moves to
the Table_array box.
7. In the Defined Names group of the Formulas tab, click ​Use in Formula​ ​and then select
Bonus​. Press ​Tab​. The insertion point moves to the next text box.
8. In the Col_index_num box, type ​2​, which is the column containing the individual bonus
amounts. Press ​Tab​.
9. In the Range_lookup box, type ​True​, which means that VLOOKUP can check for the
nearest value that does not go over the number in the first column; the same bonus is
paid for a range of years, so you enter ​True​ ​in the Range_lookup box so that a value will
be returned for all agents. The Function Arguments dialog box should look similar to the
one shown in the figure below. Click ​OK​. Excel returns a value of 2.5%.
 10. Using the fill handle in cell E5, copy the formula to the range ​E6:E11​. This calculates
bonus rates for the other sales agents. The #N/A error message appears in cell E11
because a value is not available for agents who have been employed for less than one
year. (Agents become eligible for a bonus only after a full year of service.)
11. Click in cell ​F5​ ​and type ​=VLOOKUP(B5,Bonus,3)​. Notice that the ScreenTip gives
you information and help as you go. This looks up values in the third column of the
Bonus range. Press ​Enter​.
12. Copy the formula from ​F5​ ​to the range ​F6:F11​.
13. SAVE the workbook.
14. LEAVE​ ​the workbook open for the next exercise.

➔ Take Note: ​Entering True as the Range_lookup argument returns the closest value.
False returns only an exact value. If you omit the Range_lookup argument, as in Step
10 in the previous exercise, Excel assigns the True argument when you click OK (though
it does not appear in the formula).

Step by Step: Use the HLOOKUP Function

1. USE​ ​the workbook from the previous exercise.

2. Click on the ​Standards​ ​worksheet tab to move to the Standards worksheet.
​ 11​, and then in the Function Library group, click ​Lookup & Reference ​and
3. Click cell F
select ​HLOOKUP​.
 4. In the Lookup_value text box, type ​E11​. This is the cell you will change and the box
previews to Feet because that is what is currently typed in cell E11.
5. In the Table_array text box, type ​A1:D7​. This will be the range of cells you will look in.
6. In the Row_index_num text box, type ​D11+1​. This currently evaluates to 3. If you refer
to the number of beds in D11, you don’t come down enough rows because of the labels in
the first row of the Table_array. The number of beds is actually one row more than the
number of beds because the labels (Beds, CO2, Exits, and Feet) count as the first row and
row 2 is for 1 bed.
7. In the Range_lookup text box, type ​FALSE​ ​because you want an exact match. Click ​OK​.
In the following steps, you will change the values in D11 and E11 and see what happens
when there are different values and when there is not an exact match.
8. In cell D11, type ​5​.​ ​The result in F11 changes to 2500.
9. In cell E11, type ​CO2​ ​and notice that the result changes to the result for the CO2 column
for 5 beds, which is 3.
10. Click cell ​D11​ ​and then type ​7​. Notice that you get a #REF! error because the table only
goes up to five beds.
11. In cell D11, type ​1​. Cell F11 displays a result of 1.
12. SAVE the workbook.
13. LEAVE​ ​the workbook open for the next exercise.

★ It might be difficult to remember the syntax for an HLOOKUP or VLOOKUP function.

★ Use the Function Arguments dialog box to help you remember the order of the
arguments for any and all functions.
★ When you click in each field, review the tips that appear on the right side, as well as the
explanation below the argument boxes that tells the purpose of each argument in the
function.

Step by Step: Use the IF Function

1. USE​ ​the workbook from the previous exercise.

2. Click the ​Performance​ ​worksheet tab to make it the active worksheet.
​ 5​. In the Function Library group, click ​Logical​ ​and then click ​IF​. The
3. Click cell G
Function Arguments ​dialog box opens.
4. In the Logical_test box, type ​D5>=C5​. This component of the formula determines
whether the agent has met his or her sales goal.
5. In the Value_if_true box, type ​Yes​. This is the value returned if the agent met his or her
goal.
6. In the Value_if_false box, type ​No​ ​and then click ​OK​.
7. With G5 still selected, use the fill handle to copy the formula to ​G6:G12​. Excel returns
the result that three agents earned the performance award by displaying Yes in the cells.
8. Click the ​Auto Fill Options ​button in the lower-right corner of the range and choose
Fill Without Formatting​ ​(see below).
➔ Take Note: ​The entire company is evaluated on making the goal, and bonuses are
awarded to the back office staff if the company goal is met. The result in G12 will be
used for the formulas in column I. When you copy, the formatting is included.

9. In cell H5, type ​=IF(G5=”Yes”,E5*D5,0​. Before you complete the formula, notice the
ScreenTip, the cells selected, and the colors. Move the mouse pointer to each of the
arguments and they become a hyperlink. E5 is the individual bonus rate and D5 is the
actual sales. The bonus is the rate times the sales.
10. Press ​Enter​ ​to complete the formula.
11. Click cell ​H5​ ​and use the fill handle to copy the formula to ​H6:H11​.
12. In ​I5​, type ​=IF($G$12=”Yes”,F5*D5,0)​ ​and then press ​Enter​.
13. Use the fill handle in I5 to copy the formula to ​I6:I11​. Notice that Richard Carey, the
Senior Partner, did not receive an Agent Bonus and there was no bonus for Back Office.

➔ Take Note: ​In some cases, Excel completes the formula. In Step 8, the closing
parenthesis was not added, and Excel was able to complete the formula.

14. The final pending sale of $700,000 of the year came through. In D5, type ​$3,900,000​.
Notice that H5 and the amounts in column I go from 0 to bonuses (see below).
 15. SAVE the workbook.
16. LEAVE​ t​ he workbook open for the next exercise.

Step by Step: Use the AND Function

1. USE​ ​the workbook from the previous exercise.

2. Click the ​Annual Sales​ ​worksheet tab. Click the ​Formulas​ ​tab if necessary.
3. Click cell B​ 6​. In the Function Library group, click ​Logical​ ​and then click the ​AND
option. The ​Function Arguments d ​ ialog box opens with the insertion point in the
Logical1 box.
4. Click cell ​B16​, type ​>=​, select cell ​B3​, and then press ​Enter​. This argument represents
the first condition: Did actual sales equal or exceed the sales goal? Because this is the
first year, only one logical test is entered.
5. Select cell ​C6​, click the ​Recently Used ​button, and then click ​AND​. In the Logical1
box, type ​C16>=C3​. This is the same as the condition in Step 3 (sales exceed or equals
sales goal).
6. In the Logical2 box, type ​C16>=B16*1.05​ ​and then press ​Tab​. The preview of the
formula returns TRUE, which means that both conditions in the formula have been met.
See below.
 7. Click ​OK​ ​to complete the formula.
8. Select cell ​C6​ ​and copy the formula to ​D6:F6​.
9. SAVE the workbook.
10. LEAVE​ ​the workbook open for the next exercise.

★ Again, the AND function returns a TRUE result only when both conditions in the
formula are met.
★ For example, consider the results you achieved in the preceding exercise. Sales in the
second year exceeded sales for the previous year; therefore, the first condition is met.
Year 2 sales also exceeded Year 1 sales by 5 percent. Because both conditions are met, the
formula returns a TRUE result.
★ Now consider the arguments for the logical tests for Year 3 (the formula in D6). Sales did
not exceed the sales goal; therefore, the first argument returns a FALSE value. However,
sales did exceed the previous year’s sales by 5 percent. When only one condition is met,
the formula returns FALSE.

Step by Step: Use the OR Function

1. USE​ ​the workbook from the previous exercise.

2. Click on the ​Performance​ ​worksheet tab to activate this worksheet. Select ​J5​ ​and in
the Function Library group, click ​Logical​.
3. Click ​OR​. The ​Function Arguments d ​ ialog box opens. You create a formula that answers
the following question: Has Richard Carey worked with the company for less than 4
years?
4. In the Logical1 box, type ​B5<4​ ​and then press ​Tab​.
5. In the Logical2 box, type ​G5=”No”​ ​and then press ​Tab​. This argument answers the
second question: Did Richard Carey not achieve the sales goal? Each of the arguments
evaluates to FALSE and so the entire function evaluates to FALSE.
6. Click ​OK​ ​to close the dialog box.
7. Select cell ​J5​ ​and copy the formula to ​J6​ ​through ​J11​.
 8. Cell J7 is the first in the column that returns a TRUE value. To see each of the
arguments, click cell ​J7​ ​and then click the ​Insert Function​ ​button and you return to
the ​Function Arguments d ​ ialog box (see below).

9. Click OK to close the dialog box and return to the workbook.

10. SAVE the workbook and then CLOSE it.
11. LEAVE​ ​Excel open for the next exercise.

➔ Take Note: ​As you add arguments, the Logical fields in the Function Arguments
dialog box expand to allow you to enter multiple arguments.

Step by Step: Convert Text to Columns

1. LAUNCH​ ​Excel if necessary.

2. OPEN the M ​ 4-Topic 1. Exercise 3 f​ ile for this lesson, and ​SAVE​ ​it to your ​M4-Topic
1. Exercises​ folder as ​M4-Topic 1. Exercise 3 Solution​. The figure shows what the
file looks like before you convert the rows to columns and the figure also shows the same
data after the conversion.

3. Select cells ​A2:A8​. Click the D

​ ata​ ​tab and then in the Data Tools group, click ​Text to
Columns​.
 4. The Convert Text to Columns Wizard opens with Delimited selected as the default,
because Excel recognizes that the data in the selected range is separated with commas.
Click ​Next​ ​to move to the next step in the wizard.
5. Select ​Comma​ ​as the delimiter. If other delimiters are checked, deselect them.
6. Click ​Next​ ​and then click ​Finish​.
7. Data is separated into seven columns. To help identify the columns, type the text shown
in row 1 of the figure below. Apply the ​Heading 3​ ​style to the range ​A1:O1 ​(you will add
data to columns H:O in later exercises). Increase the widths of columns ​A:G​ ​as necessary
so you can see the cell contents.

8. SAVE the workbook.

9. LEAVE​ t​ he workbook open for the next exercise.

Step by Step: Use the LEFT Function

1. USE​ ​the workbook from the previous exercise.

2. Click cell ​H1​, type ​Ext​, and then in I​ 1​, type ​Floor​ ​to label the columns.
3. Select cell ​H2​.
4. Click the ​Formulas​ ​tab. In the Function Library group, click ​Text​ ​and choose ​LEFT​.
The ​Function Arguments d ​ ialog box opens.
5. In the Text box, click ​A2​ ​and then press ​Tab​.
6. In the Num_chars box, type ​3​ ​and press ​Tab​. The preview shows ​425.​
7. Click ​OK​ ​and double-click on the fill handle in the lower-right corner of cell H2 to ​copy
the formula in H2 to ​H3:H8​.
8. Select cell ​I2​, click the ​Recently​ ​Used​ ​button, and then select ​LEFT​.
9. In the Text box, type ​A2​, press ​Tab​. In the Num_chars box, type ​1.​ Click ​OK​.
10. Copy the formula in I2 to​ ​I3:I8​.
11. SAVE the workbook. LEAVE​ ​the workbook open for the next exercise.

Step by Step: Use the RIGHT Function

1. USE​ ​the workbook from the previous exercise.

2. Click cell ​J1​ ​and then type ​Birthday​. In cell K1, type E
​ mpID​ ​to label the columns.
3. Select cell J​ 2​.
 4. Click the ​Formulas​ ​tab and then in the Function Library group, click ​Text​ ​and choose
RIGHT​. The ​Function Arguments d ​ ialog box opens.
5. In the Text box, click ​E2​ ​and then press ​Tab​.
6. In the Num_chars box, type ​3​ ​and then press ​Tab​. The preview of the result shows ​apr.​
7. Click ​OK​ ​and copy the formula in J2 to ​J3:J8​.
8. Select cell ​K2​, type ​=RIGHT(A2,5)​, ​and then press ​Enter​.
9. Copy the formula in K2 to ​K3:K8​.
10. SAVE the workbook.
11. LEAVE​ ​the workbook open for the next exercise.

Step by Step: Use the Mid Function

1. USE​ ​the workbook from the previous exercise.

2. Click cell ​L1​, type ​empcat1​, and then in cell M1, type ​empcat2​ ​to label the columns.
3. Select cell ​L2​.
4. Click the ​Formulas​ ​tab and then in the Function Library group, click ​Text​ ​and choose
MID​. The ​Function Arguments d ​ ialog box opens.
5. In the Text box, click ​A2​ ​and then press ​Tab​.
6. The starting point of the empcat1 value is the fourth character of (425oonp15210), so
type a ​4​ ​in the Start_num text box.
7. In the Num_chars box, type ​2.​ The preview of the result shows ​oo.​
8. Click ​OK​ ​and copy the formula in L2 to ​L3:L8​.
9. Select cell ​M2​, type ​=MID(A2,6,2)​, a ​ nd then press ​Enter​.
10. Copy the formula in M2 to ​M3:M8​.
11. SAVE the workbook. LEAVE​ ​the workbook open for the next exercise.

Step by Step: Use the TRIM Function

1. USE​ ​the workbook from the previous exercise.

2. Click cell ​N1​, type ​first​, and then in cell O1, type ​last​ ​to label the columns.
3. Click cell ​N2​.
4. Click the ​Formulas​ ​tab and then in the Function Library group, click ​Text​ ​and choose
TRIM​. The ​Function Arguments ​dialog box opens.
5. In the Text box, click ​B2​. If you look closely, you see that the original value of cell B2 is
“david” with a space before the first name.
6. Click ​OK​ ​and copy the formula in N2 to ​N3:N8​.
7. Select cell ​O2​, type ​=TRIM(C2)​, ​and then press ​Enter​.
8. Copy the formula in O2 to ​O3:O8​.
9. SAVE the workbook.
10. LEAVE​ ​the workbook open for the next exercise.

Step by Step: Use the PROPER Function

1. USE​ ​the workbook from the previous exercise.

 2. Click cell ​A11​ ​and type ​First​. In cell B11, type ​Last​, and then in cell C11, type ​Birthday
to label the columns. Apply the ​Heading​ ​3​ ​cell style to these cells.
3. Click cell ​A12​.
4. Click the ​Formulas​ ​tab and then in the Function Library group, click ​Text​ ​and choose
PROPER​. The Function Arguments dialog box opens.
5. In the Text box, click ​N2​. You see that david is converted to David.
6. Click ​OK​ ​and copy the formula in A12 to cells ​A12:B18 ​(both First and Last columns).
7. Select cell ​C12​, type ​=PROPER(J2)​, ​and then press ​Enter​.
8. Copy the formula in C12 to ​C13:C18​.
9. SAVE the workbook and then CLOSE the file.
10. LEAVE​ ​Excel open for the next exercise.

➔ Take Note: T ​ he PROPER function capitalizes the first letter in each word in a text
string. All other letters are converted to lowercase. If you have an apostrophe within
the text, such as David’s, Excel recognizes the apostrophe as a break and capitalizes the
result as David’S.

Step by Step: Subtotal Data in Outlines

1. Open​ ​the ​M4-Topic 1. Exercise 4 ​workbook.

2. SAVE the workbook as ​M4-Topic 1. Exercise 4 Solution.​
3. Click cell ​D11​, type ​EmpCat1​, and then in cell E11, type E ​ mpCat2​ ​to label the columns.
4. Click cell ​D12​.
5. Click the ​Formulas​ ​tab and then in the Function Library group, click ​Text​ ​and choose
UPPER​. The ​Function Arguments ​dialog box opens.
6. In the Text box, click ​L2​. You see that ​oo ​is converted to ​OO​.
7. Click ​OK​ ​and copy the formula in D12 to ​D12:E18 ​(both EmpCat1 and EmpCat2
columns).
8. SAVE​ ​the workbook.
9. LEAVE​ ​the workbook open for the next exercise.

Step by Step: Use the LOWER Function

1. USE​ ​the workbook from the previous exercise.

2. Click cell ​F11​ ​and type ​oCode1​. In cell G11, type o
​ Code2​ ​to label the columns.
3. Click cell ​F12​.
4. Click the ​Formulas​ ​tab and then in the Function Library group, click ​Text​ ​and choose
LOWER​. The ​Function Arguments ​dialog box opens.
5. In the Text box, click ​F2​. You see that ​00O0O0O000 ​is converted to ​00o0o0o000.​
6. Click ​OK​ ​and copy the formula in F12 from cell ​F12​ ​through ​G18​ ​(both oCode1 and
oCode2 columns).
7. SAVE the workbook.
8. LEAVE​ ​the workbook open for the next exercise.
Step by Step: Use the CONCATENATE Function

1. USE​ ​the workbook from the previous exercise.

2. Click cell ​H11​ ​and type ​, ​(a comma followed by a space). In cell I11, type ​First​ ​Last​ ​to
label the columns.
3. Click cell ​H12​.
4. Click the ​Formulas​ ​tab and then in the Function Library group, click ​Text​ ​and choose
CONCATENATE​. The ​Function Arguments d ​ ialog box opens.
5. In the Text box, click cell ​B12​ ​and then press ​Tab​. Click cell ​H11​, press ​Tab​, and then
click ​A12​. In the preview area, you see “Ortiz, David.”
6. Click ​OK​ ​and copy the formula in cell H12 to ​H13:H18​. The result is incorrect. Notice
that the string gets longer and longer and Ortiz is in every string.
7. Click cell ​H12​. In the Formula Bar, click the cell ​H11​ ​reference and then press ​F4
(Absolute). Cell H11 should become $H$11.
8. Press ​Enter​ ​and copy the formula in cell H12 to ​H13:H18​ ​again. This time the formula
is copied correctly.
9. Select cell ​I12​ ​and type ​=CONCATENATE(A12,” “,B12)​. ​Notice that the second
argument is a quote, space, and a quote. This separates the first and last names.
10. Press ​Enter​ ​and copy the formula in cell I12 to ​I13:I18​.
11. Apply the ​Heading 3​ ​cell style to the range ​D11:I11​. Widen columns as necessary to
display the data. Your worksheet should be similar to the figure shown on the next slide.
12. SAVE the workbook.
13. CLOSE​ ​the workbook and then CLOSE​ ​Excel.