LESSON 3 ADVANCED SPREADSHEET SKILLS ©) SET YOUR TARGETS In this lesson, you will be able to: 1 find the use of spreadsheet and its advanced functions; explain the importance of being able to easily manage data; use spreadsheet application effectively by maximizing its advanced functions and techniques; create applications using spreadsheet that lessen the possibilty of entering incorrect data; and develop applications using spreadsheet that can manage basic information. UNIT INFORMATION AND COMMUNICATIONS TECHNOLOGY IN A CHANGING WORLO 33i In today’s globalized world, the world’s most valuable resources are data and information. With t, of correct and well-organized data, people and organizations make meaningful decisions. Conversely," ‘wrong data or wrong information will lead to wrong decisions. % Nowadays, data must be properly organized for us to get in must be easily accessible, One ofthe most basi tools in organizing ané This lesson will focus on Microsoft Excel (MS Excel 2016) application, spreadsheet applications in the Philippines. @ EXPAND YOUR KNOWLEDGE formation when needed. Also, infor anayngdatalsspredshet soy Tet Bone ofthe mos wid Seq Useful Microsoft Excel Formulas and Functions i Inths lesson, its presupposed thatthe students have basic knowledge of MirOsOF OS). This ibeca,, the lesson wil approach te dicusion as ifthe basic manipulations are already known by the stents. Th, ths lesson presents only the mos useful functions of Microsoft Excel that ae deere Inpmtant in mg spreadsheet ppcations.Thesefunctionsincude UM SINIF, COUNT, AVERAGE FD, ANDO, VLCOKup CONCATENATE!), MAX), and MING. It also includes other features like Conditional Formatting, Tex, Columns, Data Validation, and Graphs. xv & | sumicecy, SUM () Function ‘The SUM) function allows to sum numerical data in ‘any number of columns or rows by selecting them or typing them in, The basic format for this function is =SUM(sum_ range). ‘A range refers to a group or array of ces. Throughout this lesson, the term “range” will be used to refer to a group ‘or collection of cells, which can be a group of cells within 2 row, a column, or a combination of both. In the example shown in the figure, =SUM(C4:C15) is encoded in the function bar to get the total sales. The range to be added is from C4 to C15 (C4:C15). n simple terms, this action wants to add all the values from CA to C15. ‘SUMIF() Function ‘The SUMIE() function is used to summate the values of cells in a range that meet the criteria that have been specified. in SUMIF function, the total to be summed up are the values of the cells within a range which ‘met the criteria that have been specified while the SUM function will only summate the values from al he cells within a range. The basic format for the formula of SUMIF function is =SUMIF(range,criteria, sum_range). Range ‘These are the cells that contain values and from which values willbe checked against the criteria. Criteria ‘The eriteraferiterion isthe value which wil define which cells will be summed up. ‘Sum_range | This s the range of cells to be summed up. 34 EMPOWERMENT TECHNOLOGIESSSUMIFMAAISAIBCECIS) ‘The example in the figure on the right that uses SUMIF function intends to sum up all the sales from (C4 to C15 (C4:15) which corresponds to the sales of Manila Branch. As opposed to SUM function which will ‘sum up all values in all the cells within a range, SUMIF function will only sum up the values of cells which met the criteria specified. Tange The range to be evaluated is Ad to AIS (asars) ‘criteria ‘The criterion isthe value In AlB which e Manila” ‘Sum_range | The sum_range s C8 to C15 (C4:C15) AVERAGE() Function ‘The AVERAGE function allows user to get the average of all the numbers in the chosen cells. The basic formula is “AVERAGE(range to be averaged). In the example shown in the figure, one just has to type =AVERAGE(B5:B9) to get the average score. It must {s the number of cells with inputs and not the number of calls chosen. If one chooses 4 cells and only 3 cells have actual ‘numbers, the divisor which will be used in computing the average is 3 instead of 4. In this case, ifa cell value is 2er0 (0), zer0 (0) must be entered instead of leaving the cell blank. COUNT) Function ‘COUNT function is used to count the number of chosen cells that have a number value in them. This determining if there are missing data or values. The basic formula format for COUNT funetion is =COUNT{range to be counted), In the example shown in the figure on the left, ‘one just have to encode =COUNT(BS:B9) to count the ‘number of cells with value. In this sample, one can see that the cell range of formula contains fives cells (5, B6, 87, BB, and BS). The resulting count is 4 because B7 is not counted since it does not contain any value. Like nay a Sa TRC AVERAGE function, el wth ero (0) vale must : oer Conant number instead ofevingt lak for 0 fonts neem a OU UNIT INFORMATION AND COMMUNICATIONS TECHNOLOGY IN A CHANGING WORLD 351F() Function ‘The IF function allows users to achieve a particular value ifthe condition has been satisfied or TRUE, oy ifthe condition has not been satistied or FALSE. The basic format for this formula is =IF(CONDITION,RESULy 1F TRUE, RESULT IF FALSE). In our example that follows, one should encode =IF(85>74.99,"PASSED","FAILED”) in cell C5 to get the result for BS (Arceo's Score). The formula stated a condition that if the cell (BS in this case) is greater than 74,99, the result if TRUE should be PASSED and the result if FALSE should be FAILED. It is important to note that text input should be enclosed in quotation marks for Excel to recognize it as text. Otherwise, the formule will result to an error. =IFIESP74.95,PASSED AND() Function Like the IF function, AND function is also a logical function in Excel, and it checks if certain conditions or criteria are true or false. This formula will test all the conditions set and will return a "TRUE" value if ALL the % PASSED jons are met and “FALSE” even if only one | Zjone.cat Fane Dia, Demin | Passe Pernave Ears 1 ‘PASSED In the example in the figure on the left one of the conditions is not met, because C5is not equal to “passed;” therefore, the result is “FALSE”, AND function can be nested to IF function ‘fone wants to set multiple conditions in the IF function. Also, one may nest AND function tol? function if he or she wants to have customized result for AND function instead of just TRUE 0" FALSE. Look at the example below to see ho nesting AND function to IF function works. In this example, instead of just showing “TRUE” or “FALSE,” the nested formula will show “PASSED” ifthe result of AND function is “TRUE” and will show “FAILED” if the result of AND function is “FALSE”, e 36 EMPOWERMENT TECHNOLOGIES eetLOOKUP?) Function ‘The VLOOKUP function enables users to find something on the leftmost column ofthe chosen range and return a value related tot. Ths is used when one needs to find data by row in a table or 2 range. Some of the examples of these are when a person wants to search forthe price of a mobile phone based on its model number, and when someone searches for an employee name based on his or her employee ID. ‘The basic format for this function is “VLOOKUP(Iookup_value, table_range, column index number, range lookup). The parameters mean: “This Is the value tobe found inthe lefimost column ofthe table array. This can be a cell reference Or #7 Lookup_value actual value Table_ronge Iie the table from which the data is retrieved. This the table being searched, retrieved, The first column in tables TRis the column number in table array from whieh the vale sto bs Column 2. Ttiga logical value that can be ether “TRUE” or “FALSE” let empty, th and wllok or the closest valu in lum 1. W°FALSE.” the formula wil look for an exact match ice of L-1100 phone model instead of manually Colurnn_Index_nurm Formula wileonsider tas “TRUE” The example uses VLOOKUP function to search for the pri looking for the price. OOKUP(AAAL0:C16,3, FA ‘The specification of the sample can be analyzed on the following table: ookip_volue The lookup_valve is AA (or L100), You can elther enter a cell reference or an actual value, but itis preferable to use cell reference, 20 that there Is no need to change the formula whenever we need to ‘change the value in the lookup value Tobe ory “The table array A10-C16 In this table aray, the leftmost column isthe “Cellphone Model” column, Column_index_num |The column index number Is °3” since the formula must retrieve the price and the price column is the 3rd column ofthe table aray. Range_lookuo “The range lookup is “FALSE” to make sure thatthe formula wil look forthe exact match of the lookup UNIT) INFORMATION AND COMMUNICATIONS TECHNOLOGY IN A CHANGING WORLO a7 BE Ie an a |CONCATENATE() Function This function combines two or more text strings. In other words, this function combines the values, two or more cells into another cel Thebasicformatforthisfunctioni “ONCATENATE (text1,text2,text3) This function can combine up to 255 FE tPF | concatenate, text strings, and up toa total of 8192 characters. Text String canbeacellreferenceor an actual value. actual ng Value is used, the value must be endosed in quotation > marks. In the figure, the first name and the last name columns are combined in another column. if space is needed between the combined string in the combined column, a text string will contain this value **. (space Bary Dace ‘cate between two quotation marks). In the example, this will force Excel to insert a space between first name and last name. MAX) and MIN() Functions ‘These functions are straightforward and can be easiy understood. The MAX function is used to search for est value in an array while MIN function is used to search for the lowest value in an array. This formula can be useful for example, in finding the highest or the lowest score in an ‘examination. ‘The basic format for this function is =MAX(range) and (neco.Ardiew 0) 79 PASSED earcens, Bary 8 PASSEO __=MIN(range). The array can be either column range or row (cz, Cont 2 FALED range or combination of both. (az Dominio PASSED 9 lewave Eons St PASSED Inthe example in the figure on the left, the range's from a cell BS to cell 89. Ths is encoded as 85:88. In this example, i Sear. a intends to get the highest value from cell BS to cell B9. On the == other hand, to get the lowest value, MAX should be changed into MIN. Useful Microsoft Excel Features Conditional Formatting This feature enables users to emphasize certain cells $a" sane ee with the formatting they want. There are several conditional ¢ |vatanio 132000 r formatting options in Excel to choose from, but the procedures — wws2000 for most of them are almost the same. ent seen 9 oa ‘w32020 For example, if one wants to highlight all the cells 12 Vaezue 82000 which have values higher than a specified value, conditional 1 Mo? a formatting can be used. The example that follows wants to js sa 7000 ‘add customized formatting to the branch's daily sales which 14 Vseauo sre 15 alton ‘72000 are less than P2000, 38 EMPOWERMENT TECHNOLOGIES 6Se nme een mm ‘Steps in adding Conditional Formatting 1._ Select the cell range. ‘Using the previous example, choose C8 to C15 (C&C1S) 2, IaHome tab, clk conditional formatting. Home ph Conditional Formatting ~ conditional Formatting 3. Hover above Highlight Cel Rules and lick Less Than, ae 4. Type2000endselectformattingstle. |[cman mat ile at are LSS THAN: \We may choose from default formats or we may set our own format using the ‘custom Farmat” option. 5. Click. [es “|Rex University Test to Columas feeture may be considered as the oppose of concatenate function. Ths feature I used to separate contents of one EE column to two or more columns. This is useful in a case where there isa 4 |Arceo, Andrew need to separate last names and first names into two columns, \Barcena, Barry or | |B fom, cart Diez, Donniqwe Enrique, Edwerd Text to Columns ‘The example wants to separate the last names and first names of the UNITI INFORMATION AND COMMUNICATIONS TECHNOLOGY INACHANGING WORLD 39‘Steps in using Text to Columns Feature 1.__ Select the cell range 2 inthe given example, choose At to AB (AAAS) : hdd — 3. Choose Delimited since we wil use specific values or characters as | aonerecmmacenenl dolimiters Chek Net | esha lmearge, ae [= ‘Choose Comma sace cur column contains comma Click Next Oe Diemer Cert cnr Cob ieee for 8 seme 8 5 Click General. 6. Cek Finish Data Validation Data validation isa feature which limits what particular value can bbe entered in a cell. This will make sure that the value entered in a ‘Aepleaton Fom specific cells reasonable. For example, if you want to enter age value, 1 2 a you may set thatthe value to be entered ina specific cell must not be 2 /ApblEant Name [Artur => lower than 18. ° ae In the example, the value set for minimum age is 18, 6 [aoe 8 7 40 EMPOWERMENT TECHNOLOGIESa ‘steps in using adding Data Validation feature Sect he cles Inthe example, hoo 2 PM dddioon — Data bata Tab 3 Data Validation + Texto cous 3 InSettings tab: Data validation ‘Choose “whole number in Allow oo Seige Inna Mamie ere + Gosse“gesterthneregat |) vaeen oes to nose citer, so + EmersBinthe minimum tes. || pasa] Girone oe rs 4. CleckOkay. ‘After setting up the validation settings, entering any number lesser than 18 will not be allowed by Excel Once a value lesser than 18 is entered in the cel, a notification will pop up and inform you that the value does not match the data validation restriction. Considering that this example requires to enter city of residence and date of application, data validation can also be used to ensure that no dates earlier than a specific date can be ‘entered into the date field, or that only the cities of Valenzuela, Malabon, and Caloocan can be entered in the field for city of residence. ‘A SPORE SES 0 RREE |Apalication Form , TRerieant Name | Afr ivee0 [Gender Ma civ Stats ‘ng [age 3] nck emcee 2 = a 2) Ass es Graphs Graphs are used to give users graphical representation of what is in the spreadsheet. Graphical representations make it easy for readers to visualize and understand data inthe spreadsheet. It helps them grasp what the spreadsheet wants to show without the need to read every single detail init. UNITI INFORMATION AND COMMUNICATIONS TECHNOLOGY IN A CHANGING WORLD athe spreadsheet, The data below can be analyzed by using the graph feature of t 2,000.00 3,520.00 2,100.00 3,550.00 3,300.00 2,300 00 400000 2,000.00 using just the spreadsheet, he Or she vil nq “aditions and comparisons between number, st the table without considering the speci, rns can be addressed. fone wants to know which branch has the highest sales, be able to easily analyze the data without doing extra tasks like a tt will not be easy to give immediate comments by just looking details. On the other hand, using the graph feature, these concer ‘Steps in preparing Graphs Select the cl rage ‘Ting he previous ramp, choose AB 907 (A307) : 2 iniser Bb. cek oun and het |_—— 2m, Insert Tere con beater typesoforaphs thot | _nsere eb canbe selected er. columns and 20 Column 3. Clik Oy = The resulting chart will appear as follows, The chart ttle was originally just “Chart Title.” tt can be changed by double clicking the title and changing it to a specific name. Sales «som soma = hi ul li isp isn0 wren Moy shat ras Nin a From this graph, without looking atthe numerical value of sales of eve sales of every branch, one can easily concluie that Malabon branch was able to achieve the highest sale ina single day. It can also be easly noted tht branch is better than the other since sales performance varies significantly every day. 42 EMPOWERMENT TECHNOLOGIES@& Test YOUR UNDERSTANDING A. Test What You Know Matching Type: The first column presents some Microsoft Excel manipulations that can be done by users, Match them with the functions and features on the second column. Write the letter of the correct answer in the blank beside the item number. 1. Get the telephone numbers of specific students using, A. CONCATENATE their student number. Function ‘Add a condition which will ensure that only male and Graph Feature female will be the options in entering a person's sex. _3. During a disease outbreak, the authorities want to c. VLOOKUP Function easily determine which city has the lowest number of infected residents. ‘A manager wants to easily determine which branches D. Max Function have not yet reached the target sales, so that corrective actions can be taken to increase the sales. Since itis difficult to analyze the voluminous number £ of figures in a spreadsheet, the team resorted to create a visual representation of data. Function F. Data Validation G. Conditional Formatting H. SUMIF Function Explore What You Know with Your Peers This partis a teacher facilitated activity. More comprehensive instructions will be provided by your teacher. 1. Power Trio-Plan a. Look for three members and discuss the following in the group: What task related to your strand usually requires the maintenance of large amount of data that necessitates easy and efficient data retrieval? What Excel functions or features can you use to make data retrieval easy and efficient on this task? « Howdo these Excel functions or features make data retrieval easy and efficient? Compare this with manual data retrieval. b. Discuss your sharing thoroughly and assign a reporter who Excel functions and features in the task you have chosen. will discuss the benefits of using JRMATION AND COMMUNICATIONS TECHNOLOGY IN A CHANGING WORLD 43 UNIT! INFO!2. Power Trio-Act With the task you chose, create a simple spreadsheet that uses some of the functions an, features of MS Excel . Apply What You Know Empowerment Technologies in K to 12 Exits Wherever field you may be led in the future, personal data collection will always be unavoidable. With this you must know how to record and manage data, One waY t0 Keep the record is to use MS Excel. instructed: 10 Basketball Players e Top 3 Best Seller in a Choose the mini project assigned to your strand, and do as li ‘sports Track: A Statistical Record of Performance of 5 Chosen Filipin Tech-Voc Track: A Comparative Data of the Price of Ingredients of th Restaurant ‘Arts Track: A Record of the “Viralty” Statistics of ‘Academic Track: A Record of the Number of Graduates 2018 in Your Schoo! 1. Research for the needed data, 5 Chosen Songs or Films in 3 Different Platforms of Grade 12 from Different Strands since the spreadsheet fle? ‘a. What data are to be included b. What will be done with these identified data after they are recorded? What functions and features of MS Excel can be used to serve that purpose? 2. _ Prepare the spreadsheet file. ‘a. Use the functions and features agreed upon in 1.c to manage the data. b. Show the file, preferably through a graph, to easily capture the details of the record, ‘c._ Present it in class as if you are presenting to your superior at work. Q ASSESS YOUR LEARNING EXPERIENCE ee CRROMEC) 1_ Heel thatthe information givens sufficient and manageable, [think the activities are relevant and useful "My encounters inthe group activities improved my collaborative sks and sense of belongingness. ee! glad about my new learning in MS Excel. can now use advanced spreadsheet techniques in managing information 44 EMPOWERMENT TECHNOLOGIESLD) SUPPLEMENT YOUR LEARNING DIGITALLY a Scan the QR code to access your digital supplemental reading {for this lesson. Immerse yourself in this enriching experience. Enjoy reading! QR cope UNITILESSON 3 JuMUNICATIONS TECHNOLOGY IN A CHANGING WORLD 45& EVALUATE YOUR LEARNING __ Date: ioe 1 Sones 2h Name: bell ___ Teacher: 2 |. TRUE or FALSE: Read the statement In each tem carefully. Write TRUE in te blank if the statement Is correct and FALSE if it is not. ck all the data entered in the file programmed properly. cells that satisfy 2 given 1. Excel can be used so that one does not need to double che since it ensures that no incorrect data can be entered init if ‘The SUM function of Excel can be used to determine the total ofall criteria 3. Graphs make the presentation of data easily understood than presenting it using Plain tables. “A. The texto columns feature of Excel functions the same way as the Concotenate function does. '5, Inthe use of AND function, al conditions included inthe formula must be satis the formula to show a “TRUE” result. fied in order for Ik Concept dentifction, lent what spreadsheet function or features described, Writ your answer in the space provided before each number. 4. This gets the total amount of all values inal cells within a selected range- Itensures that only correct information is entered in the spreadsheet. nts of one column to two or more columns. umber of chosen cells with a number value. 1. This i used to separate conte 2 3 4, Thisis the function used to count the n 5. _ eenables one to find something on the leftmost column of the chosen range and return a value related to it. 6. This enables one to emphasize certain ces with the formatting required. 7. Itis used to give graphical representation of what is in the spreadsheet that makes data easy to visualize and understand. {8 It combines two or more text strings. 9, This function is used to search for the highest value in a range. 40.1 refers toa group or collection of cells which can be a group of cells within a row, column, or combinations of both. .GY IN A CHANGING WORLD a7 UNITI_ INFORMATION AND COMMUNICATIONS TECHNOLO® PERFORM YOUR BEST SHOT Apply advance an ‘anced spreadsheet applications to creat or develop IT content fr use sec Profesn Consdern |S required, 18 Your study track, select the. ‘assigned activity and create an a _— Lg Preaek Sheet that calculates athletic stasis (Sports) Spreadsh Seer et that calulates the score in criteria for art competition (Ars) Sheet that calculates projected fnished product fora specific amount of ingredients (Tech yoy 2 3 4 spn adshee that calculates the profit ofa company after deducting sales from expenses (Academi) 48 EMPOWERMENT TECHNOLOGIES