GAMUDA BERHAD MICROSOFT EXCEL ( ADVANCED ) Facilitated by ‘Ms Angeline Morgis Sani GamudaLearning Centre—!Microsoft Excel 97 - Advance Training Objective ‘On completion of the course, participants should be able to use the MS Excel Software for the business environment. Contents Page Putting Formulas To Work 1 * Use array formulas + Create a decision-making conditional formula with, the IF function + Create a formula with a nested function Find an entry in a lookup table "Protect cells and documents Worksheet and File Linking ae 8 + Open and Tile Windows + Write @ formuia that inks one workbook to another + Make changes to a Linked fle + Manage Links + Save and open a workspace fle Multiple Worksheet and Data Consolidation 14 + Work with Multiple Worksheet ‘= Format Worksheet in a Group Mode + Data Consolidation * Consolidate Your Files Analyzing Data 20 = Enter an Absolute Address * Use Scenario Manager to Analyze Data * Create a summary using the Scenario Manager Auditing Worksheet a View Worksheet Formulas "Track the Flow of Data and Formulas = Auait your Table = Insert Comments Using Templates 33 * Create Templates + Save your Template + Retrieve your TemplateCustomized Reports with Pivot Table * Create a Pivot Table Use the PivotTable Toolbar = Modify the Pivot Table Goal Seek and Solver + Use Goal Seek + Move a Chart Marker to Seek a Goal + Use The Solver Automating With Macros —————~ Use the Visual Basic Toolbar Record a Macro Runa Macro Assign a Macro To a Toolbar or Button 36 49Putting Formulas to Work When you have completed this | + Use array formulas I dulle you will be able to ean meena * Create a decision-making conditional formula with the IF function * Create a formula with a nested function + Find an entry in @ lookup table + Protect cells and documents In this lesson, instead of building a worksheet of your own, you will examine sample documents to learn about advanced worksheet features, including arrays, custom functions, the IF function, and lookup tables. By completing the online examples, you'll learn what features are available in Microsoft Excel and where to look when you want to use them in your work,Array Formulas and Functions Youll click the Arrays sheet tab to make the worksheet the active decument. Switch to the Arrays worksheet © Open the Formula.xs © Click the Arrays sheet tab Arrays formulas and functions With arrays, you can bulld formulas thal produce multiple results or that operate on a range of cells, An array formula occupies only one cell, but it can calculate values in many cells in which you need to co similar calculations. You can greatly improve the efficiency of your worksheet by using array formulas instead of ordinary single-value formulas, In this exercise, you will enter an array formula into a single cell. The formula will calculate the cost of purchasing a fleet of trucks, vans and cars, given the cost of each type of vehicle and the number to be bought. Without an array formula, you would have 10 calculate the cost of the trucks, van, and cars separately and then calculate the sum of those separate values. With an array formula, you can calculate the cost with a single mathematical operation. Enter an array formula This example demonstrate how to use an array formula to multiply and add a group of cells in one formula, rather than using separate formulas to multigly price by units and then sum the total cost of all units, You enter a normal formula by clicking the enter box or pressing ENTER. In Microsoft Excel for Windows, you enter an array formula by pressing CTRL+SHIFTENTER. 41. Follow the instructions on the worksheet to edit the formula, 2, The total cost ofthe fest of cars and trucks, $219,000, eppears in cell E11 Putting Formulas to Work Page 2Making Decisions Using an IF Fu Formulas with IF functions You can use an IF function to build a conditional formula It will return one value if the conditions are true and another value if the conditions are false. An IF function can be used to apply different formulas, based on its conditions - that is, to make a decision based on the results of a TRUE/FALSE test. For example, a payroll worksheet can use an IF function to determine whether to award sales bonuses based on monthly sales. ‘Syntax of the IF functior IF(logical_test, value_if true, value_if_felse) Logical_test "is any value or expression that can be evaluated to TRUE or FALSE, Value_f true is the value that is returned if logical_test is TRUE, Value_iffalse is the value that is returned if logical_test is FALSE, Example: IF( E13> 5000, 10% , “No Bonus” ) In the example above if the value of E13 is greater than 5000, then the answer returned is 10%, otherwise the answer is “No Bonus” Build a formula with an IF function The example uses an IF function to calculate bonuses based on the salesperson’s commissions. If the commissions are less that $5000, the salesperson receives no bonus. If the commissions are $5000 or greater, the salesperson receives an additional 10 percent. 4. Click the IF Function sheet tab to switch to the IF Function worksheet. 2. Follow the instructions on the worksheet to ecit and copy the formula. 3. After the formula evaluates the conditions, C. Tyler receives no bonus and S Bryan receives a bonus of $750, Putting Formulas to Work Page 3Building a Formula with a Nested Function Functions within another function In the basic Excel course, you leamed that a function takes a value or values (its arguments) and performs some type of operation on them. A function's arguments can be anything that produces a desired data type. For example, the first argument to the IF function you used in the preceding exercise is a logical value - either TRUE or FALSE. When you enter the argument, you could specify the actual logical value TRUE or FALSE, but you will usually use a reference to a cell, a name that referes to a formula or cell, or another function that returns the value you want. When an argument to a function is itself a function, its said to be nested. Build a formula with an nested function ‘The example uses an AND function nested within an IF function to calculate bonuses based on the salesperson’s sales of copiers and printers. If the sales of copiers are greater than $55,000, and the sales of printers are greater than $50,000, the salesperson receives a bonus. IF( AND ( Copiers > 55000, Printers > 50000 ), 10%, “No Bonus" ) 1. Click the Nested Function sheet tab to switch to the Nested Function worksheet. 2. Follow the instructions on the worksheet to edit and copy the formula. After the formula evaluates the conditions, C. Tyler receives no bonus and S. Bryan receives a bonus of $750. Putting Formulas to Work Page 4Using a Lookup Table Lookup values and compare values You can use a lookup table to find a piece of information based on another piece of information that you already know. The information you know is called a lookup value. For example, when you look up someone's telephone number in a directory, you are using the person's name as the lookup value, and you must compare your lookup value to other names, which are the compare values, In Microsoft Excel, a lookup table consists of a row or column of compare values, in ascending order, and adjacent rows or columns containing data that you want to find. Lookup functions You get data from the lookup table by using the lookup functions HLOOKUP, VLOOKUP, and LOOKUP. With these functions, you specify the lookup value, the table's location, and the row or column from which matching values in the table will be returned, If your compare values Use Are in the frst row ofthe lookup table HLOGKUP Ave in the first column of the lookup table LOOKUP ‘Aren't adjacent to your data LOOKUP ‘Syntax of the VLOOKUP function: VLOOKUP(lookup_value, table_array, col_index num, range lookup) Lookup_value is the value to be found in the first column of the array. Lookup_value can be a value, a reference, or a text string Table_array is the table of information in which data is looked up. Use a reference to a range or a range name, such as Database or List. Col_index_num is the column number in table_array from which the matching value should be returned. A col_index num of 1 returns the value in the first column in table_array; a col_index_num of 2 returns the value in the second column in table_array, and so on, Putting Formulas to Work Page 5Look up a tax rate This example demonstrates how to find a tax rate for a given income using a lookup table. You will use the LOOKUP function to search through the lookup table and return data from the second column. 1. Click the Lookup Tables sheet tab to switch to the worksheet 2. Follow the instructions on the worksheet to complete the formula, ‘The VLOOKUP formula searches through the first column to find the largest value that is less than or equal to 38,500. That value is 38,000. The formula returns the corresponding tax rate, 0.2167 or 21.67 percent Putting Formulas to Work Page 6Protecting Overview of Controlling Changes to Workbooks That Are Open Microsoft Excel provides several ways you can limit the ability of unauthorized people to ‘see and change a workbook after itis opened. You can: Protect a workbook’s windows so they can't be moved or resized Protect a workbook’s structure so sheets in the workbook can't be moved, deleted, hidden, unhidden, or renamed, and new sheets can't be inserted, Protect a sheet to prevent people from changing its contents. For example, you can prevent changes to cells on worksheets, items on a chart sheet, graphic objects on worksheets and chart sheets, code in a Visual Basic module, or items on a dialog sheet, Hide worksheet formulas so they don't appear in the formula bar, Locking and unlocking cell ranges on a worksheet When a sheet is protected with the Protection Command on the Tools menu you cannot change a locked cell. You generally cannot modify the sheet if it has been protected, To allow editing of certain cells on a protected sheet while still protecting other parts of the sheet exon hena From the Tools menu, choose Protection, and then choose Unprotect Sheet. ‘Type the password, if necessary, and choose the OK butten Select the cells you want to change. From the Format menu, choose Cells, and then select the Protection tab, Clear the Locked check box. Choose the OK button From the Tools menu, choose Protection, and then choose Protect Sheet. ‘Type the password, if necessary, and choose the OK button ‘You may now change the contents of the cells you unlocked. END OF LESSON Putting Formulas to Work Page 7When you have completed this | + Open and Tie Wirdows a ee ae eee = Write a formula that links one workbook to another + Make changes to Linked fle + Manage Links In this lesson, youl link one workbook to another. You'll see how you can work efficiently with multiple documents, You'll also learn to save @ group of documents as a workspace file so that you can open them all at once.Open LinkingA xls. Save the workbook as expenditure.xls. ‘Open LinkingB.xls, Save the workbook as sales.xis. From the Window menu, select Arrange / Tiled. Your screen should look like the following illustration aa staat 108 ase am saan far Hhanss te Hes a0 Sanna | tee fat Worksheet and File Linking sso ssc. 380000 sara sca sizmoa enn eam iaeson Opening and Tiling Windows oa] oe aa | ‘7B wri] ama | Siae| tsa] sents | tian] sia] sna | seo4a| 5276] _ seacn | | | "Samco Navebr December Jona | sass sapsun 25500 eg zen "eo, ‘sees ‘ssssr_‘sgan0_“guss [2 pena soe pee se eo oe a ene eo "em era) Page 9Creating a Formula to Link One Workbook to Another ‘Your EXPENDITURE workbook already contains the projected revenue data that you need in the SALES workbook. You'l create a formula that will link revenue data in the EXPENDITURE workbook to the SALES workbook. External references A linking formula contains an external reference, which is a reference to another document. An external reference consists of a document name and a cell reference, separated by an exclamation point. For example, you'll create a formula in SALES that uses the following external reference: =EXPENDITURE.XLSISIS9 Create a linking formula Because you can create a linking formula by pointing, i's 2s easy to create as any other formula, Create a formula in SALES to total the projected monthly revenues from EXPENDITURE, ‘On the SALES workbook, select cell D20. Type an equal sign (=) ‘Switch to the EXPENDITURE workbook by clicking it (On the EXPENDITURE workbook, select cell I9. Click the enter box or press ENTER. Your screen should look like the following ilustration. oOaeNe Your Company Indusy Tass “gerae? stato vest Segoe zat. tas feiase Seaton tis eagot Ssotaan ‘ut Ev Pa vw] saan ssr20| ene ee rae eeitee ge oe pel som entre pee 1390 49273796 $1-400,000 6716] $2453) mia hte = ae i (CHE) eens lis a Saplembor [October Novanor[Dacomber nwa ee ee ee) isd gee) “soaen__"seaso_ "ses Bets Fie) yo ee 324 pI NET gS Bro w27O gH stagIO. st77I0| ca ae a i) aa ine When you create a linking formula by pointing, Microsoft Excel uses absolute references. With absolute references, the formula will still refer to the same cells on the EXPENDITURE workbook ‘if you copy the formula to another location on the SALES ‘workbook. Dependent and source documents The formula in SALES depends on cells in EXPENDITURE, The linking formula in SALES returns an error value if you delete the EXPENDITURE workbook. SALES is the dependent workbook, and EXPENDITURE is the source workbook, Worksheet and File Linking Page 10Making changes to a Linked file Change the July expenditure sales revenues Change the July projected sales revenues in EXPENDITURE to see how changing your source workbook affects your dependent workbook ‘Switch to the EXPENDITURE workbook by clicking it, Select cell E18 Type 27000. Click the enter box or press ENTER. ‘The value in cell D20 on SALES changes from $389,400 to $389,500. Worksheet and File Linking Page 11Managing Links You need to keep the dependent and source document relationship in mind as you create and use a system of linked workbooks. Here are some guidelines for managing links. Saving linked workbooks It's good practice to save the source workbook before saving the dependent workbook. This way the correct names will be saved in the dependent workbook when you quit Microsoft Excel. For exampe, if you change the name of the source workbook, EXPENDITURE, and later save the dependent workbook, SALES, the linking formulas in the dependent workbook will contain the new name. Moving linked workbooks with your operating system In Microsoft Excel for Windows, if you use File Manager instead of Microsoft Excel to copy your dependent workbook to a different disk or directory, you also need to copy the source workbook. The Links command If your links become disconnected, which happens if the source ‘workbook is deleted, you can redirect them with the Links command. To redirect links to a source workbook you've renamed or moved, open the dependert workbook, choose Links from the Edit menu, choose the Change Source bution, select the name of the source workbook to which you want to redirect the links, and choose the Change Source button again, Save and close the workbook Although the formula includes a reference to an extemal document (the EXPENDITURE. workbook), the value in cell 020 of the SALES workbook remains the same. ‘As you close the EXPENDITURE workbook, watch the linking formula in the formula bar. 1. Glick the Save, from the file menu 2. Close your file When you close the source document, the linking formula in cell 020 of the SALES workbook changes to show the source document's full path (location). When you open the EXPENDITURE workbook again, the formula changes bac< to show only the workbook name. Reopen the workbook 1. From the File menu, choose EXPENDITURE, or choose Open from the File menu and select EXPENDITURE. Insert rows to move the Summary Area and its formulas Just as references in formulas on the same workbook are adjusted when you move the supporting calls, extemal references are also adjusted. You will move the Summary Area along with its formulas by inserting rows into the workbook, 1. On the EXPENDITURE workbook, select rows 8 through 10. 2. From the Insert menu, choose Rows. 3. Switch to the SALES workbook by clicking it ‘The formula in cell 020 of SALES adjusts to display the new reference for the gross revenue formula (EXPENDITURE. XLSISI$12 in Microsoft Excel for Windows). Whenever you move an absolute reference, such as SI$12, formulas in dependent cells ‘automatically adjust to reflect the new location on the workbook. Worksheet and File Linking Page 12Saving a Workspace File With a Microsoft Excel workbook file, you can save and open a group of documents at ‘once rather than opening each document individually. The Save Workspace command You can use the Save Workspace command to save @ workspace, which includes the open documents themselves, their position, arrangement, and size. Think of the individual documents as being “pages” within the workspace file. When you choose Save Workspace from the File menu, a dialog box appears so that you can name the workspace file. In Microsoft Excel for Windows, the XLW extension is added to all workspace files. Save the workspace Now you will save @ workspace file to use when you want to work with EXPENDITURE and SALES at the same time. 4. From the File menu, choose Save Workspace. 2. Save the workspace as EXPENDITUREWK 3, Microsoft Excel creates a workspace file. Close the workbooks 1. From the File menu, choose Close All (remember to press the SHIFT key), 2. Choose the Yes button to save your changes in each workbook. 3. The Save As dialog box appears. 4. In Microsoft Excel for Windows, choose the OK button, Choose the OK button again to replace the workbook. END OF LESSON ‘Worksheet and File Linking Page 13,Multiple Worksheet and Data Consolidation pens tly Cave bcos + Work with Multiple Worksheet learning module you will be able to ee secs + Data Consolidation = Consolidate Your Files In Microsoft Excel, a workbook is the file in which you work and store your data, A workbook can contain up to 255 sheets; this allows you to organize various kinds of related information in a single file. Worksheets generally are used to list and analyze data. You can enter and edit data on several worksheets simultaneously and perform calculations based on data from multiple worksheets. The names of the sheets appoar fon tabs at the bottom of the workbook windows. These sheet tabs names can be changed end the order of the sheet tabs can be moved. Consolidation enables you to bring together data from multiple worksheets and ‘workbooks into one worksheet. Consolidation is offen used to accumulate budgets or forecasts from multiple divisions into a unified corporation budgets or forecasts, ‘When data is consolidated, Excel performs calculations on similar data across multiple worksheets and workbooks and places the results of calculation in a consolidation worksheet,Working with Multiple Worksheet To customize the total number of sheets on new workbook 1. Click at the Tools, Options menu. 2. The Options screen appears. eset | enone sen | eas 2 Fact tees le eget noteck erties Shur amacnine T-Rowe tashacogh sn aia mates F Zeon onratvthinlteae F ferry redtictes Fd Click hore, t increase or x 2 decrease the number of Gessnnonwaiacels oe Worksheets in a staircfon frat ce! Workbook (ofa etn [oproemens dharsiectnetisccnen: _ [C)Poyanieepiocst oneeohiaAsary to f_—— 3. Choose the General Tab 4, In the drop-down list of Sheets in new Workbook, type 10 8. Click OK. Renaming Worksheet 4, Double click on Sheet 2. Type in Jan followed by ENTER key. Selecting Group of Sheets that are Adjacent to Each Other 1. Select the first shoot tab. 2. Hold down the shift key while selecting the last sheet tab in the group All the sheets in between, including the first and the last worksheets that you clicked, will be selected, Selecting Group of Sheets that are Non-Continuous 4. Select the first sheet tab. 2. Hold down the CTRL key and click on the next sheet tab you want to select Deselect All the Worksheets in a Workbook 41, Click any sheet tab that is not selected, Multiple Worksheet and Data Consolidation Page 15Formatting Worksheet in a Group Mode Worksheet formatting can be done as @ group. This feature is usefi to format a group of sheets identically. As you format the active sheet in the group, the formatting passes to the rest of the sheets that you have selected. You can also perform various operations on several sheets at once by creating the group selection. In order to perform the above operation, you have to select the worksheets that you want to work with Rename Sheet, Sheet2 and Sheet3 as Jan, Feb and Mac respectively. Select Jan tab. Hold the Shift key followed by Mar Sheet ALAt type Budget for January 2002 Expedition. ALAS start typing the text as shown in the table below. To autoformat cells At to BQ highlight the range and click at the Format, Autoformat menu. Choose Listt from the Autoformat list. Click OK. Ungroup Sheet to see the result of worksheet grouping. The three worksheets will look identical lke the table shown below, 2 hsv Sunga Sone ‘Multiple Worksheet and Data Consolidation Page 16Data Consolidation You can use consolidation to summarize data from several worksheets into one worksheet. For example, you can take the sales figures for several products from separate worksheets, add them together, and display the totals in another worksheet. ‘When you choose the Consolidate command from the Data menu, Microsoft Excel consolidates the source ranges you specify. The Consolidate command You can use the Consolidate command to summarize data from several source areas into a destination area. You can use 11 different functions, including AVERAGE, COUNT, MAX, and SUM, to consolidate data into the destination area, Consolidating by category of data You consolidate data by category when the source areas are in different locations but contain similar data. To consolidate by category, you select the Top Row check box or the Left Column check box if there are category labels in the top row or the left column of the source areas. You can selec! both check boxes for a single consolidation. Consolidating by position of data_You consolidate data by postion when the source worksheets are created from identical templates and the data to be consolidated is located in the same cells in each worksheet. For example, individual expense reports created from the same template can be consolidated by position into a destination worksheet, Creating links to source data You can create links to source data by choosing the Consolidate command from the Data menu and selecting the Create Links To Source Data check box. When you create links to source data, Microsoft Excel also creates a linking formula for each cell, inserting rows and columns in your destination area to hold the linking formulas. Microsoft Excel creates an outline and subordinates the source data references in the destination area. Make sure that the inserted rows and columns for the linked source data do not disrupt or shift data in other parts of your worksheet. Multipie Worksheet and Data Consolidation Page 17Consolidating Your Files Open the workbook ‘The Consolidate workbook file contains the FAX, COPIER, and PRINTER worksheets, You will format these worksheets as a group and then consolidate their data into one worksheet, 4. Open the Consolidate workbook file. 2. Insert a New Workbook 3. Save this workbook as Total 4. Rename the worksheet as Total With the Total Workbook active, you'll choose the Consolidate command fram the Data menu and define source areas for consolidation on the COPIER, FAX, and PRINTER Fite. 1. Place your cursor in cell BS, assuming this is where we want the consolidated figures to appear 3. From the Data menu, choose Consolidate, the consolidate screen appears. Taber s LP itteainn Frost crc dn 4. Move to the Reference box. 5. With the Data Consolidate dialog box stil open, click the Windows menu and choose the Copier to switch to the COPIER workbook 6. Select cells €10:G14. You can scroll to see the cells, and ycu can drag the dialog box by its title bar, ifitis in your way. Multiple Worksheet and Data Consolidation Page 187. COPIER.XLSISCS10:$GS14 appears in the Reference box, as shown below. fe al set [remscoremicnoeas "ows ‘AlrsFerences: 3 ae 2 ees Tires Cirian | Tone miosuton 8. Choose the Add button. 9. Repeat steps 5 through 7 for the FAX and PRINTER workbooks 10. Select the Top Row and Left Column check boxes. 11. Select the Create Links To Source Data check box. 12. Choose the OK button. 43. You can select colls £6:G25 and set the column width to best fit so that you can see all of your data 44, Your worksheet should look lke the following illustration, Numero Payal Bena Pareonnal Cacte Marcting 13+ $8060 $100 760, 5763.250, 27 Gz00000 (627 — 41571700 3 Saospon 122700 $531 700 Adminis 11471000 Siam 5120 Total Pers 60 $2691500 4907450 $3498 960 You created links to the source workbooks. Microsoft Excel consolidated the data in the source areas, inserted references to the source data, and created an outline, Save and close the workbook 4. From the File menu, choose Close. 2. Choose the Yes button to save your changes in each workbook, END OF LESSON Multiple Worksheet and Data Consolidation Page 19Analyzing Data When you have completed this + Enter an Absolute Address ee een + Use Scenario Manager to Analyze Data + Create a summary using the Scenario Manager Relative and Absolute Cell Addressing: When you copy a formula to a range of cells, you are actually using Relative addresses, not the exact or absolute addresses. Relative addressing means, relative to the current cell. For example, when you enter the formula =B5 + C5 in cell D5 and copied it to the cell range D6:D9; you had actually used relative addresses. That means, Excel will interpret the formula relative to the current cell ‘Scenario Manager: The Scenario Manager is useful if you need to do a what-if analysis on a spreadsheet. You can test different values in the cells and view the results on the worksheet. The results produced are known as a scenario.Entering an Absolute Address In this lesson, the commission is calculated based on a rate in cell D8.You will enter the formula to calculate the commission in cell D19 and copy the formula to cells E19 and F 19, The function key Fé is the absolute key. You may specify all or part of a formula as absolute by pressing this key. Absolute addresses may fall into the following formats: + $D$8 fixes both column and row addresses * $08 fixes only the column address * D$8 fixes only the row address 1. Open the Analysing. xls fle In the following worksheet, the formula in cell D17 sums the values in cells 013:D16. The formula in cell E17 sums the values in cells E13:E16, Likewise, the formulas in F17 and G17 sum the values in cells F13: F16 and G13:G16, respectively. Select cell D19. Type the formula: =D8. Press the function key FA. Continue with the function *D17 Copy the formula to the adjacent cells. Your screen should like below’ Neasen Title QuarterlyCommission Worksheet esperson Tyler Smith Purpose To caleulate commiseions fram monthly ealea nput Area Commision rate 15% Monthly Sales Jubgt Aug 94 Sep.94 Q3 Total Product PC Workstations $100,000 995 000 s75o00] $270,000] Laser Printers $50,000 $75,000 sepo00} $185,000} Network servers $75.00 $40,000 $35,000] $180,000] Other peripherals $25,000 $15,000 $30,000] $70,000) Total Soles. #250000 225,000 $2000] $675,000] [Commission $e7e00 $33,760. Analyzing Data Page 21Absolute References ‘An absolute cell reference describes a specific cell address. Absolute references are ‘analogous to giving directions such as "Deliver the newspaper to 403 Oak Street" In the preceding illustration, the formulas in cells D19:F19 calculate commissions based on the fotal sales for each month. However, each of these formulas refers to call $D$8, the cell that contains the commission rate (15 percent). The dollar signs (8) indicate an absolute reference to cell $088. No matter where the commission formula is copied, it aways refers to cell $DS8. Note the formula for your commission row Sor Sage er oi _ 2 oor DSB Absolute reference to ‘Commission Rate in Cell D* 17 Relative reference to total sales Analyzing Data Page 22Using Scenario Manager to Analyze Data The Scenario Manager with Scenario Manager, you can create and save scenarios, which are sets of input data that produce different results. For example, inthis exercise, each time you will cycle through a set of values for Commission. With Scenario Manager, you can create, name, and save multiple scenarios, and you can view the results of each scenario in your worksheet. You can also create a report that provides a summary of all of the input values and results from the scenarios you have created. Create a scenario You will use Scenario Manager to create and name three scenarios of Commission values. 4. Click on cell D8, this will be your changing cell 2. From the tools menu, choose scenarios 3. The Scenario Manager dialog will be displayed Ipc ee Chie as eee sneer alee et ten pce Sera conor —— arn TT = ree ie evita Analyzing Data1g the Scenarios 1. Atthe Scenario name, type Minimum Commission 2. Click OK. The Scenario Values dialog box will be displayed cee Ua oe ie cane _—-«< a == ae Enter the 15% Click Add , to create another scenarios Repeat Steps 1 to 4 to add 2 more scenarios. 4* Scenario - Minimum Commission : 15% 2 Scenario - Moderate Commission : 20% 3° Scenario : High Commission : 30% 8. When you are done with the 3 scenario, click OK. 7. Click close to exit from the Scenario Manager Screen Displaying a Scenario After creating the scenario, we may want to view the results of each scenario created Click on the Tools menu, and choose Scenario Choose Moderate Commission Notice cell D8 and the Commission row. Save and close your file. oheps Editing Scenario Activate the Scenario Manager Select a scenario from the list that need to be edited Click at the Edit button OK button. In the Changing Cells, you may want to make changes on the cells. Click the Close button, Deleting A Scenario 4. Activate the Scenario Manager 2. Select the scenario that you want to delete 3. Click on the Delete button Analyzing Data Move your Scenario screen, ifit is blocking your cell D8, your changing cell In the Edit Scenario dialogs box, make the changes that are required and clickCreating a summary using the Scenario Manager You can create a report that lists the scenarios you created, showing their input values and any result cells that you want to display. A result cell is any cell on your worksheet that is recalculated when you apply a new scenario. Microsoft Excel creates the summary report on a separate worksheet, In this exercise, you create a summary report, specifying the cell containing total operating income (cell 132) as the result cell. You will then print the report. 4, From the Tools menu, choose Scenarios. 5. Choose “High Commission” 6. Click Show 7. After you've added the scenario, choose the Summary button. 8. Inthe Result Cells box, note the result Celis is G19. Purpose To calculate Input Area Commision rate Monthy Sales Jul Product Po Worstators — gropom = gaspen—_s75 000 laserPrners $5000 7500 snaO] Stas pag Nowork sere $7500 FOOD omer ergherie __$25000__ 15500, [rtal Sales Pn aes {Commision ‘epo0 367 50 9. Choose the OK button, Analyzing Data Page 2510. Your scenario report should look similar to the following illustration, ry ‘Granging Cals 508 En aw $819 EE EI) Totes Caron Values colin represents vauae ef changing cele time Scenario Summaty Rapot vs tealed. Changing elle fr each scorao ar highlighted in 11. Save and close your file. END OF LESSON Analyzing DataWhen you have completed this | » View Worksheet Formulas lear will be al eee aaae You wel ue.eblalio: * Track the Flow of Data and Formulas + Aucit your Table + Insert Comments Accurate worksheets require careful planning and executions. To crosscheck and review worksheets before printing/analyzing it, the Auditing toolbars is used, Excel has a set of Auditing toolbars to help you track formulas and errors.Viewing Worksheet Formulas To viow formulas in a worksheet 1. Open Auditing xis 2. Choose Tools, from the Option menu: Select the Click at the Formula checkbox Click OK. You will be able to see and print all the formulas in the worksheet. 3, 4, 5 Auditing Worksheet Page 28Tracking the Flow of Data and Formulas Excel provides some auditing tools that enable you to visually troubleshoot and audit your worksheet. When you use the auditing tools, tracer arrows point out cells that provide data to formulas and the cells that contain formulas that refer to the cells. A box is drawn around ranges of cells that provide data to formulas. When you use the buttons on the Auditing toolbar, tracer arrows point to cells referred to by formulas. If those cells contain formulas, click the button again to see the next level of cells that provide data to the formula, Auditing Worksheet Page 29our Table Activating Auditing Toolbar 1. Click At Tool, Auditing menu 2. Select Show Auditing Toolbar from the Auditing submenu Tracing A Gell 1. Select call D17 2. Click the Trace Precedents, button, to see the cells that the formula refers to 3. Your screen should look like below. JulQ4 _Aug9t __Sep94__ 03 Tata STOOD] © $95.00 $75,000] s2r0mn) ssocoo] — 75000 $80 000] si6s.md som) soo $350] sso m9] omer gerigheras| $2500] 515.000 __ss0000| sro. Hotsl Sates Feamol__ $225 000 $220 000] 75,0] [commiss S730) 10) SOO $2, 4, Next click the Trace Dependent, to find out which cells that depend on the active cells 5. Your screen will now look like below AugSt Sop 03 Total sso 57500] S270 75000 $20,000] $105 00 s1oo00 $25 000] $180 09 0000) sooo Se onal 4575, e000 $0220 6. Click on Remove Alll Arrows: to remove all the tracing arrows. ‘Auditing Worksheet Page 30Inserting Comments You can attach notes to cells by using comments, formerly called cell notes. You can view each comment when you rest the pointer over the cell or view all comments at the same time. You can print comments in the same locations where ‘hey ate displayed on the worksheet or in a list at the end of the worksheet, 4. Click on cell D8 2. Click on the Comments button, from the Auditing Toolbar 3. text box appears, for you to enter your comments vieastaoe, ‘Commision rate som deat hm 4, Type * Use Scenario Manager, to change Commission Rate’ 5. Click on any of the other cells to close the text box. Note: Observe that the top right comer of cell DB now has @ litle red arrow head that denotes a comment, 6. As you move the mouse pointer towards cell D8, the comments are displayed. Printing Comments 4. Onthe File menu, click Page Setup, and then click the Sheet tab 2. To print the comments at the end of the sheet, click At end of sheets in the Comments box. To print the comments where they are displayed on the worksheet, click As displayed on sheet in the Comments box. Auditing Worksheet Page 31Clearing Comments 1. Select the cell that has the comment yau want to delete, 2. Click your right mouse, the shortcut menu appears Commision te, Se cena ematcas esr 3. Click Delete Comment. END OF LESSONUsing Templates When you have completed this | + Create Templates earning module you will be able to: + Seve your Template + Retrieve your Template If you want to use the same worksheet format again and again, itis better to create a template for it. It will save you a lot of time and it will also make your worksheets more ‘consistent. Once you have created a template, you can use it whenaver you want.Viewing Worksheet Formulas Open a blank worksheet 2. Enter the table and format them as shown below Standard Trust Fund ‘Weokiy Deposit in milion$) Tue Wed Thi Fed Sat Total 0.00 000 $000 oo co mm mm sm so oD In cll BB, click on the Sum | icon To complete the formula =Sum(B5:B7), to obtain each day's total Copy the formula to the cell range C8:H8 In Coll HB, enter the formula =SUM(B5:G5) Drag it to the cell range H6:H7, to obtain the total for each type of deposit Format the ranges B8:H8 and HS:H7 for currency Format the range B5:H8 to 2 decimal places (0. Your final results should look like the table above, gre Using Template Page 34Saving Your Template To save the file as a template: 1. Select File, Save As 2. Give the name Fund 3. Save as type Template as show below and click the Save button a Seam | eee ving Your Templates To retrieve and use the template Open the template file Fund 2. Enter data as shown below cea Standard Trust Fund Weekly Deposit in millions) Wed Thu Fe Sat Total 400 21 20 2208 $1380 i748 05 to? S570 1212 30a 20 sito G0 GIO sew” SoD sez S400 As you enter the data, you will notice that the daily total and the deposit type total are automaticelly computed. This Is because we have already applied the formula when we first created the template. 3. Save your table, as an JanFund.xls. END OF LESSON Using Template Page 35Customized Reports with Pivot Tables When you have completed this «Create a Pivot Table learning module you will be able to: Be enue eRe eae Tae + Modify the Pivot Table One of the strong features of Excel is that it allows you to summarize the data in your worksheets and produce reports that are easy to read and analyze. With a Pivot Table you can: + Organize the database information into categories you specty. * Calculate, analyze, and compare the database information in ways you specify The Pivot Table Wizard is a utility that guides you through the steps to create a tabular report. With a pivot table, you can organize the database information into categories, and then calculate, analyze, and compare the information in the ways you speci.Creating a Pivot Table Open the file Pivotdata.xis Select the range from C14:174 From the Insert Menu, choose Name, Define Define the table as Database Click Add, and Close to return to your table Select any cell in your database. From the Data menu, choose PivotTable.Report The PivotTable Wizard appears, as shown below: 6 Mase Geli Cla sarc Ra trctsten roars 8. To use your current database, leave the option as “Microsoft Excel list or database”, Click the Next button 10. Step 2 of the PivotTable Wizard appears, with your database ranged area entered in the range box. Wher the eo a teoeart ee oa ere pol ee ee eee 11. Leave the range name as “Database” 12. Choose the Next button, Customized Reports with Pivot Tables Page 3713. In the next step, the PivotTable Wizard is ready for you to design your table. 14. Drag the Position button into the Rew area so thal each position willbe listed in a separate row in your pivot table. 16. Drag the Division bution into the Column area so that each Division will appear ina separate column in your pivot table, 16. Drag the Salary button into the Data area. Notice that the Salary button changes to “Sum Of Salar Note: The Pivot Table Wizard assumes that you want the sum of the salaries, as the Salaries field contains numbers. The salaries for each position in each department will be summarized in the data area of your pivot table. n ote 9 99 Seta ution cota nto Boysen 417. Click the Next button. 18. Leave the Default option “New worksheet” Click the Options button, to view the options Customized Reports with Pivot Tables Page 3819. Click the Options button, You will see the PivotTable Options 20. In the PivotTable Options window, enter the name for the StaffSatary. 21. Note the Format Option and other options, but do not make any changes. 22. Click OK, and Finish Excel will produce the following summary. [apart | 1 [SumolSsiey isin 2 Ballon [Copier Fax Prater_[Grand To 3 (Admin, Assit 4505) 21709 6188] 13045 7903 Ss7e1 62508] 177072 i sanrs_3iar6, seses| 111758 8 Jengnoeieg my. | 71563[—zise) 75862] cree] FF jGromAdmn Assit | 45506 21709. 137691814 (Gros Mar rei esa 75s] 208i \Leod Engneer coe} soe [Mechoncal Engineer} 37600" “e568 75350] 16535 [rinpreauctMankster | o9318 99964 20z057| 351230) [2 i225 41355 s88s0] 181110 BA 11752 48957 _rio0s7]__27aass 1a )SonvareEnginoor | 39812 35204 120025) 1 ase6t 15 Tocinician zyx 27465 64626] _ 119623 “1B Unit 77306 79690 _7a1a8|__—_735143 12 Grane To TeapTo 595667 137e0n4) — 2727209 i i a a Customized Reports with Pivot Tables Page 39The PivotTable Toolbar The Pivot toolbar includes tools that you can use to modify your pivet table. PivotTable Wizard Starts the PivotTable Wizerd, which guides you through creating or modifying a PivotTable. PivotTable Field Depending on which cell is active in your PivotTable, changes subtotal and item calculations for a field, or modifies properties of the data area Show Pages Displays each page of a PivotTable page field on a new worksheet in the same workbook. Ungroup Removes selected rows or columns from a group on an outlined worksheet. In a PivotTable, this command separates each instance of a group into the items contained in the group; for example, it separates quarters into the original individual dates. Group Defines the selected rows or columns of detail data as a group in en outline, so you can summarize the data. If you have not created an outline, this command creates one for you. In a PivotTable, this command groups items by category to create e single item from multiple items; for example, you can group days, weeks, months, or other dates into quarters for analysis, charting, or printing, Ina PivotTable, hides the detail data of an outer item In a row field or column field. On an outlined worksheet, hides the detail rows or columns of a selected summary row or column. ‘Show Detail In a PivotTable, displays the detail data of a hidden row field or column field, ‘On an outlined worksheet, displays the hidden detail rows or columns of a selected summary row of column. Refresh Data Updates the data in a PivotTable if the source data has changed. Select Label In a PivotTable, selects only the labels when you click a PivotTable field or item label, The associated data is not selecied. Select Data In a PivotTable, selects only the associated data when you click @ PivotTable field or item label. The field or item labels are not selected Select Label In a PivotTable, selects the associated data along with the labels when you and Data Glick a PivotTable field or item label Customized Reports with Pivot Tables