4

Advanced Spreadsheet Skills

a. create an original or derivative ICT content to effectively communicate or present data or

information related to specific professional tracks
b. use common productivity tools effectively by maximizing advanced application techniques for
MS Excel

Hello learners! Welcome to Module 4 which is all about the Advanced Spreadsheet Skills. To
proceed, you will now learn the advanced Excel tool that will enable you to process the data you
gathered and present them in a graphical way for easy reference. Learning this advanced tool in Excel
will help you perform statistical tasks that you will encounter in the workplace which are especially
useful for students taking up the Accountancy, Business, and Management strand.

ACTIVITY NO. 1 Computing data, especially student’s grades, might

take a lot of time and effort to do manually on paper using only a pen,
a calculator, and a separate guide to compute and to identify
equivalents of the grades. Before we go further, let’s do this activity.

Here’s a statistical task

scenario for you to explore. In a
cooking show, there were two (2)
finalists vying for the title “Master
Pastry Chef”. The organizers of
the show invited five (5) Filipino
cuisine experts to judge who
deserved the title and they also
invited you and your friend to
supervise and tally the scores.
Help determine the winner by
computing the total scores
based on weighted criteria. Do
this manually.
 Answer the questions briefly.

1. What is advanced spreadsheet?

___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________

2. How can electronic spreadsheet help you in business?

___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________

Different Components of Excel Workbook User Interface

• Formula bar - It is the toolbar at the top of the spreadsheet that lets you enter or view
information in a cell.
• Active Cell - Upper image shows the Active Cell as F6, which is hi-lighted with a thick border.
• Cell Name Box - Cell Name box is where the Active Cell Name is displayed.
• Worksheet - It is a collection of cells organized in rows and columns.
• Row Numbers - Each Row in Excel Worksheet is identified using numbers from 1 to 1048576.
From 1 to 1048576, there are total of 1048576 rows available.
• Column Letters - Each column in Excel Worksheet is identified using letters from A to XFD.
From A to XFD, there are total of 16384 columns available.
Formulas and Functions
Formulas
Some of the often-used features in Excel are in the Formulas tab. These are for calculating
numerical information just like a calculator. There are two types of formula, simple and complex. A
simple formula contains only one operation, while a complex formula contains one or more operations.
You can create formulas by applying cell references.

Mathematical Operators
Excel uses standard operators for formulas. These are: plus sign (+) for addition, minus sign (-)
for subtraction, asterisk (*) for multiplication, forward slash (/) for division, and caret (^) for exponents.
The equals sign (=) is used to start a formula. A complex formula follows the PEMDAS order.
The P E M D A S Order of Operations
P - Parenthesis (ex. (1+2))
E - Exponential (ex. 2^3)
M - Multiplication (ex. 2*4)
D - Division (ex 6/2)
A - Addition (ex. 7+3)
S - Subtraction (ex. 10-5)

Cell Reference
Excel has a feature that allows you to calculate values from
specified cell addresses. A cell address is combination of a
column letter (at the top of the spreadsheet) and a row
number (to the left of the spreadsheet). The cell or set of
cells involved in a formula is known as a cell reference.
Using a cell reference will make your formulas more
accurate.

To create a formula
In our example below, we’ll use a simple formula and cell
references to calculate the profit gain for a sales report.
Select a cell that will contain the formula. In our example,
we’ll select cell B3.

Type the equals sign (=). Notice how it appears in both the
cell and the formula bar.

Click the actual cell or type the cell address of the cell you
want to reference first in the formula (cell B1 in our
example). A blue border will enclose the reference cell.
Type the mathematical operator you want to use. In our
example, we’ll type the minus sign (-).
Type the cell address of the cell you want to reference next in the formula: (cell B2 in our example). A
red will enclose the referenced cell.
Press Enter on your keyboard. The formula will be calculated
and the value will be displayed in the cell. Notice that the
formula did not change in the formula bar.
Modifying value from a cell reference
The advantage of using a cell reference is that you can change the value without touching the formula.
1. What follows is the example we used earlier.

2. We changed the value of B2 from 250 to 240.

3. Press Enter and it will automatically compute the value.

Functions
A function is a predefined formula in Excel that performs calculations for a specific value using
reference cells. Excel has different functions for quickly finding the sum, average, count, maximum
value, and minimum value for a range of cells. Before using a function, there are parts of it which you
must first understand and be familiar with.
Parts of a function
A function consists of the equals sign (=), the function name (an example of this is SUM), and
one or more arguments. An argument is a range of cell addresses or any input that you provide to a
function.

Using a function
There are functions already defined in Excel. These are examples of functions you would usually use.
• SUM: using this function will add all the values of cells in the argument
• AVERAGE: using this function will get the average of all the values of cells in the argument
• COUNT: this counts the number of cells with numerical data in the argument
 • MAX: gets the highest cell value included in the argument
• MIN: gets the lowest cell value included in the argument

The following are the steps in using a function.

1. Select a cell where you want the function. In this example, we’ll use the cell C5. Type in the equals
sign (=)
2. Enter the desired function. Excel gives a list of suggested functions as you type.

In this example, we'll use SUM.

3. Enter the cell range for the argument inside parentheses. In

our example, we’ll type (C1:C4). Notice that the cells from C1
to C4 are highlighted. This formula will add the values of cells
from C1 up to C4.

4. Press Enter. The function will be calculated and will be shown in cell C5.

*Note: Multiple arguments must be separated by a comma. For example, the function =SUM(A1, B2:B4,
C1:C4 ) will add the values of all the cells in the three arguments.
The Function Library
While there are hundreds of functions in Excel, we do not need to memorize them all, but
exploring some of the different types of function will be helpful as you create new projects. Functions
are grouped per type of data they manipulate. They are in the Function Library under the Formulas tab.

The Insert Function command

If you’re having a hard time finding the right function to use, the Insert Function command can
help you. It allows you to search for functions using keywords. But, while it can be useful, this command
is sometimes difficult to use. If you are new in the use of functions, you may have more success
browsing the Function Library. For more advanced users, however, the Insert Function command can
be a powerful way to find a function quickly.

How to use the Insert Function command?

In the example below, we want to find a function that will count the
total number of students in a class list. We cannot use the COUNT
function since it only counts cells with numerical information and we
only have the column with names.

Select the cell that will contain the function. In this example, we will
use the cell B12.
Select the Insert Function command in the Formulas tab.

An Insert Function dialog box will show up.

Type a few keywords that would describe what function you want, or select a category. Then click Go.
In this example, we will use the word “count” to describe the function.
Notice that the list of functions is updated per description.
Review the results and choose the best function that would suit what you need. In this example,
COUNTA is used.

A Function arguments dialog box will appear.

You can either enter or click the cells you want to include. Here, we select cells A2 up to A10.

9. The function will be calculated and the result will be displayed in the cell. In the example, the result
shows that the number of students is 8.
Sorting
One of the features of Excel is that you can manage information. You can quickly sort your data
alphabetically, numerically, and in many other ways.
Types of sorting
• Sort Sheet – sort all data in your worksheet by one column. Related information is kept
together when sorted. An example of this is a list of students to be arranged according to their
class number.
• Sort Range – sorts the data in a range of cells, which can be helpful when working with a
sheet that contains several tables. Only the contents of the table will be sorted. Sorting a range
will not affect other content on the worksheet.
How to sort an MS Excel sheet
In the following example, we will sort a class alphabetically according to Last Name.

1. Select a cell in the

set you want to sort.
In this example,
we'll use cell B3.

2. Click the Ascending command to sort from A to Z, or the Descending command to sort Z to A from
the Data tab. In this example, we’ll use the Ascending command.

3. The worksheet will now be sorted. In the example, the worksheet is now sorted alphabetically by
the last name of the students.
How to sort a range
In our example, we’ll select a separate table in our
class record to sort the days a student was absent.
1. Select the cell range you want to sort. In our
example, we’ll select cell range A13:C16.

2. Click the Sort command in the Data tab.

3. A Sort dialog box will appear. Select a column you want to sort by. In this example, we’ll use Last
name.

4. Decide if the sort will be in

ascending or descending
order. In this example, we’ll
use ascending. Click Ok.

5. The cell range will be sorted in the selected column. Notice that the other table in the worksheet is
not affected by the sort.
Filtering
One of the features of Excel is to narrow down data in your worksheet, allowing you to view only the
information you need. This feature is called Filter.
How to filter data
Below are the steps in filtering data in Excel.
1. In order for filtering to work, your worksheet must have a header row, which is used to identify the
column.

2. Click Filter in the Data tab.

3. A drop-down arrow will appear in the rightmost side of the header cell for each column.
4. Click the drop-down arrow for the column you want to filter.
5. A filter menu will appear.
6. Deselect all the data by unchecking the box next to Select All.
7. Check the boxes next to the data you only want to display, then click OK.

8. Notice that the data was reduced. Don't worry, it only temporarily hid the data that don't match the
criteria.

To clear a filter
1. Click the drop-down arrow for the filter you want to clear. In our example, we'll clear the filter in
column B.

2. The filter menu will appear.

3. Choose Clear Filter From [COLUMN NAME] from the Filter menu. In our example, we'll
select Clear Filter From "TYPE".

4. The filter will be cleared from the column and previously hidden data will be displayed.

Charts
Sometimes, it is difficult to interpret Excel workbooks which have a lot of data. A chart is a graphical
representation of your workbook data that’s easier to visualize for comparisons and trends.
Types of charts
• Column – this chart uses vertical bars to represent data. They are most frequently used for
comparing information.
• Line – this chart is ideal for showing trends. The data points are connected by lines, making it
easier to see the increase or decrease of value over time.
• Pie – this chart is used to compare proportions. It depicts the values that make up a percentage
of the whole and are shown as slices of a pie.
• Bar – this chart is just like the Column chart but uses horizontal bars instead.
• Area – this chart is like the Line chart, except the areas under the lines are shaded.
• Surface – this chart allows you to display data in 3D landscape. It lets you see a variety of
information at the same time. This works best with large data sets.
Inserting a chart
1. Select the cells that you want to include in your chart, including the column titles and row labels.

2. Select the desired Chart command from the Insert tab.

3. Select the desired chart type from the drop-down menu.

4. The chart will be inserted in the worksheet.

Changing Chart Types

If you think your chart is not suited for the data you have, it’s just easy to change to a different chart
type.
1. Click the Change Chart Type command from the Design tab.

2. A Change Chart Type dialog box will appear. Select a new chart type and layout then click OK.

3. The new chart will be displayed.

Moving a chart
Whenever you insert a new chart, it will appear as an object in the same worksheet that contains its
source data. You can move the chart to a new worksheet to help keep your data organized.
1. Select the chat you want to move.

2. Select Move Chart from the Design tab.

3. The Move Chart dialog box will appear. Select the desired location for the chart. Then click OK. In
our example, we choose to use New sheet, which will create a new worksheet.

4. The chart will appear in the selected location. In our example, the chart now appears in a new
worksheet.
 I. Answer the following questions.

1. In what other ways do you think you can use MS Excel other than computing tons of numbers?
(5pts)

________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________

2. How will you use Charts in your future work? Can you identify the kind of data you will present
in the near future and which chart will you use? (5pts)
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________

II. Multiple Choice. Read the questions carefully and encircle the letter of the correct answer.

1. Which type of software application the MS Excel is?

A. Database C. Spreadsheet
B. Word Processor D. Presentation

2. What Excel tool can help you if you’re having a hard time finding the right function to use?
A. Auto Format C. Insert Function
B. Auto Correct D. Logical Function

For numbers 3-5, refer to the given table:

3. Which formula will get the total number of website visitors during the months of May and June?
A. A3+A4 C. =A3+A4
B. B3+B4 D. =B3+B4

4. Which function should you use to get the average number of your website visitors from April to
August?
A. =SUM (B2:B6) C. =COUNT (B2:B6)
B. =AVERAGE (B2:B6) D. All of the above

5. Which function should you use to get the least number of customers you have for a month from
April to August?
A. =MIN (B2:B6) C. =SUM (B2:B6)
B. =MAX (B2:B6) D. None of the above
 6. Which of the following do you think is the advantage of using cell references in your formula
instead of writing values?
A. It allows you to format your cell faster.
B. It automatically creates a sparkline in the next cell.
C. If the cell is changed, the result in the formula will be updated.
D. There is no advantage.

7. Which chart is best used for comparing proportions making up the percentage of a whole?
A. Bar C. Line
B. Pie D. Area

For numbers 8-10:

8. You own a small cake shop located in front of your house that offers a variety of cakes for your
customers. To better manage your business, you use an Excel worksheet to record the orders
of your customers which are as follows:

You want to see how much sales you have generated so far and you added a new column “Amount”
placed in Column E to compute for the sales per customer. Which formula should be set to accomplish
this?
A. =C2*D2 then hold the fill handle to copy the formula to the entire Column E
B. =C2/D2 then hold the fill handle to copy the formula to the entire Column E
C. =price * quantity ordered
D. =SUM (C2:C11)

9. The next step is to get the total amount to determine your sales data for selling cake slices. Which
formula is correct to do this?
A. =SUM (C2:C11) C. =SUM (E2:E11)
B. =SUM (D2:D11) D. =AVERAGE (E2:E11)

10. In particular, you also want to determine the items ordered by a customer, specifically the items
bought by Yuan Carreon. What actions should you do to accomplish this task?
A. Highlight the data then click the Filter icon in the Data tab, click the drop-down arrow in the
Item Ordered column, then select only Chocolate Cake.
B. Highlight the data then click the Filter icon in the Data tab, click the drop-down arrow in the
Customer Name column, then select only the Yuan Carreon.
C. Highlight the data then click the Filter icon in the Data tab, click the drop-down arrow in the
Price Ordered column, then deselect all except for 40 and 45 in the list.
D. None of the Above
I. Create a new worksheet in Excel and name it as Weekly_Quizzes<your_surname>.xlsx.
Encode the following data. Use appropriate functions to determine what is asked for. (35pts)

Note: Each question mark must be answered by correct formula.

References:

• Juanillo, M. P., & Tan, E. M. (2020). Empowerment Technology. Quezon: TechFactors Inc
• Home Sweet Home - https://www.nationalgeographic.com/science/article/the-solar-system