Note :

All course guides are in PDF format and you must

have an appropriate PDF reader installed on your
computer to open and print these course guides. If
you do not already have one, you can find and down-
load a free copy of Acrobat Reader at: https://get.
adobe.com/reader/

Course Reference Handout

MICROSOFT EXCEL -
INTRODUCTION TO
Contact us at Learn iT!
DATA ANALYSIS
(415) 693-0250
www.learnit.com
 MICROSOFT EXCEL
Lists and Tables: Ascending Sort Button:
Sorts text A-Z, numbers 0-9, dates Older-Recent
A list consists of data being stored in the rows of
a worksheet, which are known as records. Each Descending Sort Button:
record in a list will have common categories of Sorts text Z-A, numbers 9-0, dates Recent-Older
information tracked for it, which will be organized
into columns of the list, known as fields. Multiple Level (Field) Sorting:
Technically, a List does not become a Table until To sort by two or more fields, known as Multiple Level Sorting:
you apply one of Excel’s Table formatting options ■■ In a properly designed list, click any cell in the
to the List. Once a List has been formatted as a
list. If there are blank rows or columns in your
Table, Excel will automatically apply Table formats
list, you must select the entire list of records
and AutoFilters, and will provide other instant
options, such as a Totals Row and automatic manually.
updating as new records are entered. ■■ Click the Sort & Filter button as mentioned
above and select the Custom Sort button.
■■ In Excel 2016, you can sort up to a maximum
Why convert Lists to Tables? of 64 fields!
Though lists and tables are identical in structure, when you
actually apply Table formatting to a list, there are some key
benefits you gain:
Filtering Records:
■■ A table allows you to refer When filtering records, you can hide records from a list by using
to a data set dynamically. criteria for the records you do wish to see. To activate Excel’s
AutoFilter feature, do the following:
Because tables
automatically expand when ■■ In a properly designed list, click anywhere in the list. If there
new records are added, you are blank rows or columns in your list, you must select the
can reference the data in a entire list of records manually.
table in tools, such as Pivot ■■ Click the Sort & Filter button as mentioned above and select
Tables and Charts, and as the Filter button. Use the drop-down arrows provided to
new records are added to the right of your List’s header row (labels) to select filtering
the table, your Pivot Tables criteria.
or Charts can easily be ■■ You can also find similar Filtering options available on the
updated to display the new Data Command Tab of the Ribbon.
results. Auto-Filters are also automatically inserted into a List if you use
■■ Table formatting automatically incorporates filter and the Format as Table command located in the Styles group of the
sorting options into the header row. Home Ribbon.
■■ Tables are more forgiving. For example, having a blank row
in a table will not have the same adverse effect as a blank Using summary based IFS functions:
row in a list.
■■ They can be named for easier reference from the You’ve used summary functions such as SUM, AVERAGE, and
COUNT, which can apply their respective summaries to a range
Table Tools > Options Ribbon, where you’ll also find many
of numbers regardless of other criteria present in the records.
more easy-to-apply commands to use, such as the Totals
When you need to create more selective summaries and want
Row command. to add only values in records where other conditions are present
■■ The easy-to-apply formatting comes in several different (for example, only adding values in a Sales column when the
options, allowing you to increase readability, as well as State column contains “CA” and the Region column contains
simply make the table look pretty. “North”), you can use the version of the functions that allow for
criteria to be entered: SUMIFS, AVERAGEIFS, and COUNTIFS.
Sorting:
The term “sorting” refers to the way a list is organized. For
example, if a list of employee records is alphabetized by the
employees’ last names, then the list is considered sorted by
the Last Name field. Excel’s sorting commands allow you to
reorganize records in a list by any field in the list, using up to
three fields.

Sorting Records:
Single Level (Field) Sorting:
Sorting by a single field, known as Single Level Sorting
■■ In a properly designed list, click anywhere in the field, or
column, you want to sort by.
■■ Click the Sort & Filter button located in the Editing group
toward the right side of the Home Ribbon.
■■ You will also find Sort & Filter buttons located on the Data
Command Tab of the Ribbon.

02
 MICROSOFT EXCEL
To insert a summary based IFS function:
■■ Select the cell in which you want the result of the function to appear.
■■ From the Formulas Ribbon, open the Math & Trig Library of functions to select SUMIFS, or select the More Functions menu and then
the Statistical Library to select AVERAGEIFS or COUNTIFS.
■■ For SUMIFS and AVERAGEIFS, in the Function Argument window, select the range of cells to be summarized. COUNTIFS does not
require this function argument. The range can be a cell range, worksheet column, or table column.
■■ For Criteria Range 1, select the range of cells you want Excel to look in for the criteria.
■■ For Criteria 1, reference the actual criteria value you want Excel to look for. This can be a reference to a cell value, or you can type the
value in directly.
■■ Continue referencing additional Criteria Ranges and Criteria values as needed. Excel will support up to 127 conditionals.

Creating a Pivot Table:

A Pivot Table is a powerful data analysis tool that is used to summarize and analyze record data stored in a list or table. Pivot Tables allow
you to reorganize the data so that you can cross-reference information within the rows and columns of the table.

Pivot Chart:
When creating a Pivot Table, you will also have the option of creating a Pivot Chart, which can be used to graphically represent the data
organized in the Pivot Table.

Creating Pivot Tables: Creating Pivot Charts:

■■ In a properly designed list, click any cell in the list. If there ■■ Click anywhere in the Pivot Table in which you want to
are blank rows or columns in your list, you must select the graph data.
entire list of records manually. ■■ Select the Pivot Table tools > Options Contextual Tab from
■■ Select the Insert Command Tab from above the Ribbon and above the Ribbon and then click on the Pivot Chart button.
then click on the Pivot Table button located in the Tables ■■ Select a Chart type and click OK.
group on the far left side of the Ribbon. Select either Pivot ■■ Use the Pivot Chart Tools Contextual Ribbons to add and
Table or Pivot Chart. modify chart elements and formatting.
■■ In the Create Pivot Table window, verify that the correct ■■ Pivot Charts also have the unique ability to be filtered and
range for your data list is selected. are directly linked to the Pivot Table data they are based on.
■■ Select whether to have the new Pivot Table inserted into
a new worksheet or a location within the currently active Note:
worksheet. You may add, edit, or delete records from the data
■■ Use the Pivot Table Field List on the right to drag and drop source, and therefore you need your Pivot Table to
data fields into the various areas of the Pivot Table using reflect these changes. Pivot Tables DO NOT update
the Area sections provided at the bottom of the Pivot Table automatically!
Field List. You can also drag data fields directly into the
actual Pivot Table once you have begun constructing the To update a Pivot Table:
Pivot Table itself.
■■ Select any cell within the Pivot
■■ The Data area is where mathematical operations take place,
Table.
such as adding sales revenue. The Page area gives you the
■■ Click the Update button on the
ability to filter your Pivot Table by the data located in the
lower right of the Pivot Table Field
Page area.
List or right-click in the Pivot Table
and select Refresh.
Using a Slicer to Filter a Pivot Table:
■■ Select the Analyze tab of the Ribbon (under Pivot
Table tools.) Drag fields from your
■■ Click the Slicer button and select the fields in which original source list (top part
you want to filter the Pivot Table data. of window) to the various
■■ Select values from the Slicer panels to filter your areas of your Pivot Table.
Pivot Table accordingly.
■■ Use the Slicer Tools Contextual Ribbons to modify
Pivot Table Field List
Slicer panel options.

03
 MICROSOFT EXCEL
Sparklines:
Sparklines are charts that appear within a single spreadsheet cell and are used to graph only a single row
or column of data. Sparklines help bring meaning and context to numbers being reported, and, unlike
charts, they are meant to be embedded into cells near the data they describe. To insert a Sparkline, select
Sparkline from the Insert tab of the Ribbon. 

Conditional Formatting:
With Conditional Formatting you can have the appearance of a cell change by selecting formatting options
that are activated only when certain data within the cells meets certain conditions. To set Conditional
Formatting options for cells, do the following:
■■ Select the cell or cells to which you want to apply the Conditional Formatting.
■■ Select the Conditional Formatting command from the Styles group of the Ribbon and select from
Excel’s built-in Conditional Formatting options. To create your own rule instead, click on New Rule.
■■ To add additional conditions and formats, select the Conditional Formatting command from the Styles
group of the Ribbon and then click on Manage Rules. Click Add to begin adding a new Conditional
Format.

Conditional Formatting Graphics:

Excel 2013 now also provides Data Bars, Color Scales & Icon Sets that insert more graphical representations
of Conditional Formatting. To use these new Conditional Formatting options, do the following:
■■ Select the Conditional Formatting command from the Styles group of the Ribbon and then click
on Data Bars, Color Scales, or Icon Sets. Set the condition that the cell must meet in order for the
formatting to be applied.
■■ To adjust the rule settings of the graphics, select the cells, click the Conditional Formatting command,
and then select Manage Rules.

Data Validation:
Excel’s Data Validation options allow you to set limitations or conditions for the data being entered into
cells. To set Data Validation rules for a cell or range of cells, do the following:
■■ Select the cell or cells you want to apply the Data Validation rules to.
■■ Select the Data Command Tab from the Ribbon and then click on Data Validation located in the Data
Tools group of the Ribbon.
■■ From the Settings tab, chose the type of data you want to allow for and any parameters the data must
adhere to.
■■ From the Input Message tab, create any messages you want someone to see if they choose any of the
cells you applied your Data Validation rules to.
■■ From the Error Alert tab, choose an error message type and then create a message that will be
displayed if the validation rules are broken.

04