Prepared by:

Mr. Eric M. Marilag

ICT – Teacher
 Prepared by:

Mr. Eric M. Marilag

ICT – Teacher
 Advanced Spreadsheet
Skills
• Commonly used Microsoft Excel functions
• Conditional functions
• Use of Microsoft Excel in market research

Eric Marilag 2018

At the end of this lesson, the students should be able to:

1. familiarize with the most commonly used functions in

Microsoft Excel;

2. use several conditional functions available in Microsoft Excel;

and

3. use Microsoft Excel as a viable tool in market research and

product development.

Eric Marilag 2011

❑Is an effective tool for keeping track
of all sort of data like student
attendance, scores and ratings, a list
of major purchases and amounts, etc.

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Is the computer equivalent of a paper ledger
sheet. It consists of a grid made from columns
and rows. It is an environment that can make
number manipulation easy and somewhat
painless.

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 Household Taxes
Grading Sheets
Income Taxes
Inventories
Mortgage Payments
Analyzing Data

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Manual – Creating a worksheet on a
ledger or columnar paper using a
pencil/ pen, calculator, and eraser.

Electronic – a computer – generated

spreadsheet that makes the basic tasks
much easier.
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In 1979, Dan Bricklin
Invented
Spreadsheet
and together with
BOB FRANKSTON
he co-created
VisiCalc
The first Spreadsheet Software.
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Is a program that generates a
user’s worksheet on – screen and
enables him/her to embed hidden
formulas that perform visible
calculations.
•Visicalc - Lotus 1-2-3 - Apple iWork Numbers
•Microsoft Excel - OpenOffice.org Calc
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•is an application program
commonly used for budgets,
forecasting, and other finance-
related tasks.
•is a spreadsheet program that lets
you organize, analyze and present
data easily and efficiently.
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Entering data to create a worksheet
Formatting data in cells, rows, and columns
Processing of data – sorting, subtotal,
validation etc.
Password protection
Working with numbers, formulas and
functions
Creating charts
Cutting and pasting data (cells) from
one worksheet to another
Eric Marilag 2011
• It has 16,384 columns and 1,048,576
rows.
• It has built-in functions that perform
standard calculations.
• It provides graphing capabilities and a
variety of formatting options for
printed pages and text, numeric
values, and captions and legends in
graphs. Eric Marilag 2011
Is the file in which you work and store
your data. It contains one or more
worksheets.

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Is organized into a rectangular grid of
cells containing columns (vertical) and
rows (horizontal).

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Is the rectangular formed by the
intersection of rows & columns. Each
cell has a unique cell address

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Displays a thick border. Where you
enter information into the cell.
Active
CELL

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 the location of each cell in a worksheet. It
consists of a column letter followed by a
row number.(Ex: C3)

C3

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is a group of cells that can be acted
upon with Excel commands

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a dialog box that enables you to build
formulas by using Excel’s built-in
functions.

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Eric Marilag 2011
Name Box Work Area
Quick Access Toolbar Columns Letters Tab List
Office Button Title Bar Formula Bar Ribbon

Status Bar
Row Numbers Active Cell Zoom Slider
Sheet Tab Scroll Buttons
Page View Buttons Eric Marilag 2011
Name box
Displays the active cell address or the
name of the selected cell, range, or
object.

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Office button
This button have a lots of options for
working with Excel. It holds all the
commonly used commands such as New,
Open, Save, Print, and Recent Documents.

Eric Marilag 2011

Quick Access Toolbar
A small toolbar next to the Office
button contains shortcuts for some of the
most common commands such as Save,
Undo, and Redo buttons. You also customize
quick access toolbar.

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Title Bar
Displays both the name of the
application and the name of the spreadsheet.

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Column letters/ Column Heading
Each column is named by a letter or
combination of letters. Letters range from
A to IXFD. Each Excel spreadsheet
contains 16,384 columns.

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Column
It is a vertical block of cells identified by
a unique alphabetical letter.

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Formula Bar
Located above the worksheet, this area
displays the contents of the active cell. It can
also be used for entering or editing data and
formulas.

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Tab List
.

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Home Tab
Includes some of the most commonly used
buttons, like those for cutting and pasting
information, formatting your data, and
hunting down important bits of information
with search tools.

Eric Marilag 2011

Insert Tab
Is used to insert or add items into your
worksheets. Some of these items are built
into Excel such as charts; other items are
inserted from outside the program such as
pictures; for example, inserting a company
logo.

Eric Marilag 2011

Page Layout Tab
It has commands for controlling the
appearance of your worksheets as a whole.

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Formulas
Are mathematical instructions that you use
to perform calculations. This tab helps you
build super-smart formulas and resolve
mind-bending errors.

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Data
Lets you get information from an outside data
source (database) so you can analyze it in Excel. It
also includes tools for dealing with large amounts
of information, like sorting, filtering, and
subgrouping.

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Review
Includes the familiar Office proofing tools
(like the spell checker). It also has buttons
that let you add comments to a worksheet
and manage revisions.

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View
Lets you switch on and off a variety of
viewing options. It also lets you pull off a
few fancy tricks if you want to view several
separate Excel spreadsheet files at the same
time.

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Ribbon
The Ribbon is the strip of buttons and
icons located above the work area in Excel
2007. The Ribbon replaces the menus and
toolbars found in earlier versions of Excel.

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Zoom control
Use to zoom the Excel screen in or out by
dragging the slider.

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Page view buttons
Change the way the worksheet is displayed
by clicking one of these buttons.

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Active cell indicator
This dark outline indicates the currently
active cell. Where you enter information into
the cell

Active
CELL

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Status bar
This bar displays various messages like status
of the Num Lock, Caps Lock, and ScrollLock
keys on your keyboard.

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Rows
A horizontal block of cells running across
the breadth of the spreadsheet.

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Row Numbers/ Row Heading
Each row is named by a number. Each
spreadsheet contains 1, 48, 576 rows.

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Sheet tab scroll buttons
These buttons let you scroll the sheet tabs to
display tabs that aren't visible.

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Sheet Tabs
By default there are three worksheets in an
Excel file.
The tab at the bottom of a worksheet tells
you the name of the worksheet.
Switching between worksheets can be done
by clicking on the tab of the sheet you wish
to access.

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Pointer for menus or moving a selection.

General pointer for selecting cells singly or in

groups

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Used to edit text within a formula bar. This
pointer appears when your mouse pointer
rests on the Name Box and Font Box.

Used to copy cell content .

used at bottom right of selection to extend and
fill data. Selected cells are shown by means of
a heavy border as shown.

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 Used where you can change the dimensions of a
Row or column. This pointer indicates that you
can drag a boundary in the direction of the
Double arrows
Arrow

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Using the mouse:
•Use the vertical and horizontal scroll bars if you want to
move to an area of the screen that is not currently visible.
•To move to a different worksheet, just click on the tab
below the worksheet.
Using the keyboard:
•Use the arrow keys, or [PAGE UP] and [PAGE DOWN], to
move to a different area of the screen.
• [CTRL] + [HOME} will take you to cell A1.
•[CTRL] + [PAGE DOWN] will take you to the next worksheet,
or use [CTRL] +
[PAGE UP] for the preceding worksheet.
Eric Marilag 2011
 Navigating in Worksheets and Selecting Cells
Shortcut Description
ctrl+shift++ Insert a new row or column (after the current row is
selected with shift+space, or column is selected with
ctrl+space
ctrl + arrow keys Moves to the edge of the current data region
shift + arrow keys Extends the selection of cells by one cell.
ctrl+end Moves to the last cell on a worksheet, in the lowest
used row of the rightmost used column. If the cursor
is in the formula bar, CTRL+END moves the cursor to
the end of the text.
home Moves to the beginning of a row in a worksheet.
Moves to the cell in the upper-left corner of the
window when scroll lock is turned on. Selects the
first command on the menu when a menu or
submenu is visible. Eric Marilag 2011
 Navigating in Worksheets and Selecting Cells
Shortcut Description
Ctrl + home Moves to the beginning of a worksheet.
ctrl+shift+home Extends the selection of cells to the beginning of the
worksheet
page down Moves one screen down in a worksheet.
Alt + page down Moves one screen to the right in a worksheet.
Ctrl + page down Moves to the next sheet in a workbook.
ctrl+shift+page down Selects the current and next sheet in a workbook
page up Moves one screen up in a worksheet.
alt+page up Moves one screen to the left in a worksheet.
ctrl+page up Moves to the previous sheet in a workbook.
ctrl+shift+page up Selects the current and previous sheet in a workbook
ctrl+1 Format cells dialog.
Eric Marilag 2011
In a spreadsheet there are three basic types of data
that can be entered.
•labels - (text with no numerical value)
•constants - (just a number -- constant value)
•formulas* - (a mathematical equation used to
calculate)
Data types Examples Descriptions
Name or Wage or anything that is just
LABEL
Days text
CONSTANT 5 or 3.75 or -7.4 any number
FORMULA =5+3 or = 8*5+3 math equation
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Labels are text entries. They do not have
a value associated with them. We
typically use labels to identify what we
are talking about.

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Constants are entries that have a specific
fixed value.

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Formulas are entries that have an
equation that calculates the value to
display or entry of any data that is
referenced in the equation.

FORMULA =5+3 or = 8*5+3 math equation

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Click on the cell where you want to enter
the data, so that the cell becomes active.
Type the data in either the cell or Formula
Bar
Press Enter or Tab

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Eric Marilag 2011
 What is the difference of Pressing Enter and Tab
in entering data?
Enter
❑ moves to the next cell down.
Tab
❑ moves to the next cell to the right

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➢Sorting is the process of putting a list or a group
of items in a specific order.
➢To arrange data according to your preference
➢Sort in an ascending order or descending order.

Ascending sort – arranging a list alphanumerically

(from A to Z or 0 to 9) to sort in a reverse order,
use the Descending sort order.

Eric Marilag 2010

Helps you calculate and analyze data in your
worksheet.
Always begin with an equal sign (=).
Is an equation that performs operations on
worksheet data.
Performs mathematical operations, such as
addition and multiplication, or they can compare
worksheet values or join text.

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1. Exponents ( ^ ) (to the power of)
2. Multiplication ( * ) and division ( / )
3. Addition ( + ) and Subtraction ( - )

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=2 + 4 * 6 / 3 - 1 = ?

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• You can use parentheses ( ) to change
the order that excel performs
calculations. Excel will calculate the data
inside the parenthesis first.

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=(2 + 4) * 6 / (3 - 1) = ?

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 OPERATORS SIGNS
Arithmetic +, -, *, /, %, ^
Text &
Comparative =, <, <=, >, >=, <, >
Reference Colon (:), comma (,),( )

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 Arithmetic operator Meaning (Example)
+ (plus sign) Addition (3+3)
Subtraction (3–1)
– (minus sign)
Negation (–1)
* (asterisk) Multiplication (3*3)
/ (forward slash) Division (3/3)
% (percent sign) Percent (20%)
^ (caret) Exponentiation (3^2)
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Comparison operator Meaning (Example)

= (equal sign) Equal to (A1=B1)

> (greater than sign) Greater than (A1>B1)

< (less than sign) Less than (A1<B1)

>= (greater than or equal to sign) Greater than or equal to (A1>=B1)

<= (less than or equal to sign) Less than or equal to (A1<=B1)

<> (not equal to sign) Not equal to (A1<>B1)

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Text
Meaning (Example)
operator
Connects, or concatenates, two values to
&
produce one continuous text value
(ampersand)
("North"&"wind")

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Operator Description

: (colon)
(single space) Reference operators
, (comma)
– Negation (as in –1)
% Percent
^ Exponentiation
* and / Multiplication and division
+ and – Addition and subtraction
& Connects two strings of text (concatenation)
= < > <= >= <> Comparison
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Reference
Meaning (Example)
operator
Range operator, which produces one
reference to all the cells between two
: (colon)
references, including the two references
(B5:B15)
Union operator, which combines multiple
, (comma) references into one reference
(SUM(B5:B15,D5:D15))
Intersection operator, which produces on
(space) reference to cells common to the two
references (B7:D7 C6:C8)
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Arguments can refer to both individual cells and cell
ranges and must be enclosed within parentheses. You
can include one argument or multiple arguments,
depending on the syntax required for the function.

Eric Marilag 2011

 Absolute cell references
There may be times when you do not want a cell reference to change
when filling cells. Unlike relative references, absolute references do
not change when copied or filled. You can use an absolute reference
to keep a row and/or column constant.
An absolute reference is designated in a formula by the addition of a
dollar sign ($). It can precede the column reference, the row
reference, or both.

You will generally use the $A$2 format when creating formulas that contain absolute
references. The other two formats are used much less frequently.
 TIP: When writing a formula, you can press the F4 key on your keyboard to switch
between relative and absolute cell references. This is an easy way to quickly insert an absolute
reference. Eric Marilag 2018
• Average – a function used to compute for the average of
the number of a range.

• COUNT – a function used to count the cells with a

specified content within a range.

• SUMIF – a function used to compute for the summation

of a range if a certain condition is met

• AVERAGEIF – a function used to compute for the average

of a range if a certain condition is met
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 FUNCTION PURPOSE
=SUM Calculates the SUM of the values of a range of cells.
Calculates the ARITHMETIC MEAN of a range of cells
=AVERAGE or values.
Gives the MAXIMUM value in a range of cells or
=MAX values.
Gives the MINIMUM values in a range of cells or
=MIN values.
Counts the number of cells in a range of cells or
=COUNT values.
Shows a series of calculations using the same
=IF formula, but a different value for each calculation to
determine whether the formula is true or false. 2011
Eric Marilag
COUNTA
Formula: =COUNTA(A1:A10)
Counts the number of non-empty cells in a
range. It will count cells that have numbers
and/or any other characters in them.
LEN
Formula: =LEN(A1)
The LEN formula counts the number of
characters in a cell. This includes spaces!

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is a function to count cells that meet a
single criteria. COUNTIF can be used to
count cells with dates, numbers, and text
that match specific criteria. The COUNTIF
function supports logical operators
(>,<,<>,=) and wildcards (*,?) for partial
matching.
Syntax
=COUNTIF (range, criteria)
Arguments
•range - The range of cells to count.
•criteria - The criteria that controls which cells should be counted.
Eric Marilag 2011
 LOGICAL FUNCTIONS
Applies a logical test that results in a True
IF or False.
Nested IF Creates a hierarchy of tests.
Returns FALSE if any of its arguments are
AND false, and returns TRUE only if all of its
arguments are true.

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 TEXT FUNCTIONS
Removes all nonprintable
CLEAN characters.
Combines text from multiple
CONCATENATE fields into one cell.
Compares two text strings to see
EXACT if they are the same.
Returns the first num_characters
LEFT in a text string.
Converts text into all-uppercase
UPPER characters (SHIFT + F3).
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Counts the number of non-empty cells in a range. It
will count cells that have numbers and/or any other
characters in them.

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 Formula: =LEN(A1)

counts the number of characters in a cell. This includes

spaces!

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 lets you search for specific information in your
spreadsheet.
Formula:
=VLOOKUP(lookup_value, table_array, col_index_num, range_lookup)

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=VLOOKUP(“Photo frame”
The second argument is the cell range that contains the data. In this example, our data is
in A2:B16. As with any function, you’ll need to use a comma to separate each argument:
=VLOOKUP(“Photo frame”, A2:B16
Note: It’s important to know that VLOOKUP will always search the first column in this
range. In this example, it will search column A for “Photo frame”. In some cases, you may
need to move the columns around so that the first column contains the correct data.
The third argument is the column index number. It’s simpler than it sounds: The first
column in the range is 1, the second column is 2, etc. In this case, we are trying to find the
price of the item, and the prices are contained in the second column. That means our third
argument will be 2:
=VLOOKUP(“Photo frame”, A2:B16, 2
The fourth argument tells VLOOKUP whether to look for approximate matches, and it can
be either TRUE or FALSE. If it is TRUE, it will look for approximate matches. Generally, this
is only useful if the first column has numerical values that have been sorted. Since we’re
only looking for exact matches, the fourth argument should be FALSE. This is our last
argument, so go ahead and close the parentheses:

Eric Marilag 2011

Eric Marilag 2011
 FINANCIAL FUNCTIONS
Computes the payment required to amortize a
PMT loan over a specified number of periods.
Computes the interest portion of an individual
IPMT loan payment, assuming a constant payment and
interest rate.
Computes the number of periods required to
NPER amortize a loan, given a specified payment.
Calculates a straight-line depreciation for an
SLN asset.

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 is a feature that restricts (validates) user input to a worksheet.
Technically, you create a validation rule that controls what kind
of data can be entered into a certain cell.

Eric Marilag 2011

 Examples of what Excel's data validation can do:
• Allow only numeric or text values in a cell.
• Allow only numbers within a specified range.
• Allow data entries of a specific
• Restrict dates and times outside a given time
frame.
• Restrict entries to a selection from a drop-down
list.
• Validate an entry based on another cell.
• Show an input message when the user selects a
cell.
• Show a warning message when incorrect data
has been entered.
• Find incorrect entries in validated cells. Eric Marilag 2011