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LESSON 4:
Advanced Spreadsheet Skills

LIKE to Engage
I. Motivation/Pre-Assessment
Did you ever try to calculate manually? with a pen? paper? and calculator? How was it

for you if you were in a hurry? Write your thoughts below.

Thank you. Now before technology rapid rises as it what it is now today, people
who are familiar with productivity tools can easily adapt whenever it is updated, but how
about those people who aren’t capable of the fast-growing development of technology?
That is why we need to acknowledge the basics up to the different parts of productivity
tools. To know if you have a background about MS Excel, remember what you learned in
this link: https://www.w3schools.com/excel/exercise.php?filename=exercise_formulas1 .
BE HONEST! Screenshot the results below.
Exercise 1

Exercise 2

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PIN the AIM

II. Objectives
At the end of the lesson, you should be able to:
• discuss the MS Excel and its common functions;
Exercise 3

Exercise 4

Exercise 5

• explain the different formulas, texts, and values; and

• perform how to enter labels, data, complex formulas, and computations.

SUBSCRIBE to Acquire

III. Lesson Proper Key Terms • MS Excel •

Worksheet • Formula • Functions • Text •
Value
Scan me to view
Lesson 4 in PDF
What is MS form
Excel?
According to Microsoft Excel (2020, August 25),
“MS Excel is a commercial spreadsheet application
that is produced and distributed by Microsoft for
Microsoft Windows and Mac OS operating systems.
It features the ability to perform basic calculations,
use graphing tools, create pivot tables, and create
macros, among other useful features.” MS Excel is a

supports and displays graphs, charts and histograms from a given set or groups of data.
Refer to the questions above. What we compute in calculators can be automatically
computed by one of the features in MS Excel.

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 computerized worksheet. It has the standard feature of an electronic spreadsheet
which uses cells that are represented in rows and columns designed to perform
arithmetic operations. MS Excel is widely used in accounting and financial
applications, as well as in Figure 1: MS Excel 2016 statistics and engineering calculations.
The program
NOS. NAME DESCRIPTION
1 Name Box Shows the cell reference of the active cell. This can also be
used to locate a cell.
2 Formula Bar The area where you can enter or edit text or formulas.
3 Active Cell A cell that is selected. The active cell is indicated in the Name
Box at the Formula Bar.
4 Cell A cell is the rectangular area where a column and a row
intersect. Each cell is identified by a cell reference which its
column and row location.
5 Worksheet Each workbook contains worksheets with sheet tabs located
at the bottom of the worksheet. The sheet tab identifies the
name of the worksheet. (Example. Sheet1, Sheet2, Sheet3)
6 Workbook A file that contains one or more worksheets which you can
use to organize various kinds of related information.

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MS Excel Important Screen Elements

1 2

6 Figure 2: MS Excel Important Screen Elements

I.What is a Formula?
ARITHMETIC OPERATION AND
CORRESPONDING KEYBOARD SIGN
SIGN OPERATION EXAMPLE FUNCTION
+ Addition =B5 + C5 Adds the values of cells B5 & C5.
- Subtraction =B5 - C5 Subtracts the values of cells C5 from cell
B5.
* Multiplication =B5 * C5 Multiplies the values of cells B5 from cell
C5.
/ Division =B5 / C5 Divides the values of cells B5 from cell C5.
^ Exponentiation =B5 ^ C5 Increases the values of cells B5 from cell
C5.

Formula is used to calculate values. Use of an equal sign or theAutoSum function

is needed to build a formula.
Texts are letters, symbols, numbers, and spaces or any combination that you
enter into a cell.

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Value is a number that you enter into a cell that you may use in a formula later.
You may include in the value the numeric symbols such as decimal point, comma, or
currency.

A formula can also contain any or all the following: functions, references, operators, and
constants. Always start the formula with an equal = sign.
CONSTANTS
FUNCTIONS
= PI () *A8 ^ 7 – 6 + 1
REFERENCE
OPERATORS

PARTS OF A FORMULA
Functions The PI () function returns the value of pi: 3.1416…
References D8 returns the value in cell D8
Constants Numbers or text values entered directly into a formula, such as 4,3,9
Operators The ^ (caret) operator raises a number to a power
The * (asterisk) operator multiplies numbers
The + (plus) operator add numbers
The – (minus) operator subtracts numbers

Entering Labels and Data

Text entries include any combination of letters, symbols, numbers, and spaces. To create
the sample below, follow the steps:
1. On cell A1, type Coffee Mucho.
2. On cell A2, type Sales for the First quarter.
3. Type the headings of the table.
Values are numbers that represent a quantity, price amount, exam score, and any value.
To create the samples in the next figure, follow the steps:
Figure 3: Entering Labels and Data

1. On cell B5, type 19574

2. On cell B6, type 29022

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TEX

VALUES

ENTERING FORMULAS
Formulas are arithmetic calculations that can be performed in Excel. An excel formula
always begin with an equal (=) sign. To create the sample on the next figure, follow the
steps.
1. On cell E5, type =B5+C5+D5 then press the Enter key.
2. On cell E6, type =B6+C6+D6 then press the Enter key.
3. Type the rest of the formulas.
FORMULA BAR

CELL WITH
FORMULA

RANGE OF
CELLS

Figure 4: Entering Formulas

4. Another way you can do especially when adding on a long worksheet, on cell E5
type the = sign, click the mouse on B5 and drag it up to D5 then press the Enter

key.
5. View the formula, select the cell and look at the Formula bar.

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Number Symbol [ ###] Replacement

If the number is too long to fit within the cell boundaries, Excel displays a series of symbol
### in the cell. The number and the formula are still stored in the cell, but the width of the
cell is not enough to show the whole number. To display the value, you must increase the
size of the column width. There are many ways to increase the Size of the column width.
1. Go to the cell where the ### symbol appears.
2. Click the Home tab, go to the Cells group and click the Format button. On the
drop-down list, select Column Width. On the Column Width dialog box, type the
width size you prefer and click OK.
3. You can also click the column header to highlight the column and right click the
mouse.
4. On the Context menu, click Column width and on the dialog box, type the size
you prefer.
5. Or you can simply place your mouse pointer between the column headers and
when the double-headed arrow appears, drag the mouse to resize.
6. Another way is to double click the double-headed arrow to auto-fit the column.
Format

Drag or double click Column

the arrow Width

Column Width
Dialog Box

Figure 5: Number Symbol [ ###] Replacement

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#NAME? Uses a cell name that you have not defined, was misspelled, or
cannot be recognized
#NUM! Attempts an invalid numeric data for the type of operation
#N/A! Formula or function cannot find the referenced data
#NULL! Space was used in formula that reference multiples ranges
Formula Error Messages
If a formula does not work, Excel will display the following messages where you should
modify your data or formula.
FORMULA ERROR MESSAGES
Error Meaning
#DIV/O1 Attempts to divide by zero
#VALUE! Tries to calculate something that is not a value (such as a text)
#REF! Addresses a cell that does not exist (such as a deleted
cell) or is invalid

Formulas Tab
The Formula tab on the Ribbon contains the built-in functions to perform mathematical
calculations on your worksheet data.

Figure 6:Location of Formula Tab

FORMULAS TAB COMMANDS
GROUP ICON NAME FUNCTION
Insert Function Edits the formula in the
current cell
Auto Sum Displays the sum of the
selected cells
Function Library Recently Used Browses and selects from a
list of recently used functions
Financial Browses and selects from a
list of financial functions

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 Logical Browses and selects from a
list of logical functions
Text Browses and selects from a
list of text functions
Date & Time Browses and selects from a
list of date & time functions
Lookup & Reference Browses and selects from a
list of Lookup & Reference
functions
Math & Trig Browses and selects from a
list of Math & Trig functions
More Functions Browse more functions

Defined Names Name Manager Creates, edits, deletes and

finds all the names used in
the workbook
Define Name Names cells so that you can
refer to them in formulas by
that name
Use in formula Chooses a name used in
your workbook
Create from Automatically generates
Selection names from the selected
cells
Formula Auditing Trace Precedents Shows arrows that indicate
what cells affect the value of
the currently selected cell
Trace Dependents Shows arrows that indicate
what cells affected by the
value of the currently
selected cell
Remove Arrows Removes the arrows drawn
by Trace Precedents and
Trace Dependents
Show Formulas Displays the formula in each
cell instead of the resulting
value
Error Checking Checks for common errors
that occur in formula

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Evaluate Formula Debugs a formula by

evaluating each part of the
formula individually
Watch Window Monitors the values of the
certain cells as changes are
made to the spreadsheet
Calculation Calculate options Specifies when formulas are
calculated
Calculate now Calculates the entire
workbook now
Calculate Calculates the current sheet
now

EXCEL FUNCTIONS
FUNCTION DESCRIPTION
=SUM Calculates the sum of the values of a range of cells
=AVERAGE Calculates the arithmetic mean or average of a range of cells or
values
=MAX Gives the maximum value in a range of cells or values
=MIN Gives the minimum value in a range of cells or values
=COUNT Counts the number of cells in a range of cells or values
=IF Shows a series of calculations using the same formula but a
different value for each calculation to determine whether the
formula is true or false

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II.What are functions?

Using Functions
the Sum Function
are built-in formulas you can use to make your worksheet construction
easier.
1. Click on the cell you want to perform the formula.
2. Click the Formulas tab, go to the Function Library group and click the AutoSum
Excel Functions can be found by clicking the Home tab, go to the Editing group and in
the Formulas tab click Function Library group.
FUNCTIONS

button.
3. Highlight the data that you would like to add.
4. Press the Enter key to finish the formula.

Figure 7: Formulas Tab v.1

Formulas Tab

Functions

Average

Highlight to
find average Figure 8: Formulas Tab v.2
value Figure 10:Average Function

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 Auto Sum

Figure 9:Sum Function

Using the Average Function

1. Click on the cell you want to perform the formula.
2. Click on the Formulas Tab, go to the Function Library group and click the AutoSum
drop-down button.
3. On the drop-down menu, click the Average command and highlight the data that
you would like to find the average value.
4. Press the Enter key to finish the formula.

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Using the Max Function

1. Click on the cell you want to perform the formula.
2. Click the Formulas tab, go to the Function Library group and click the AutoSum
button.
3. On the drop-down menu, click the Max command and highlight the data that you
would like to find the maximum value.
4. Press the Enter key to finish the formula.

Max

Highlight to find
maximum value
Figure 11: Maximum Value

Using the Min Function

1. Click on the cell you want to perform the formula.
2. Click the Formulas tab, go to the Function Library group and click the AutoSum
button.

Min

Highlight to find
minimum value
Figure 12: Minimum Value

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Using the Count Function

1. Click on the cell you want to perform the formula.
2. Click the Formulas tab, go to the Function Library group and click the AutoSum
3. On the drop-down menu, click the Min command and highlight the data that you
would like to find the maximum value.
4. Press the Enter key to finish the formula.
button.
3. On the drop-down menu, click the Count command and highlight the data that you
would like to find the maximum value.
4. Press the Enter key to finish the formula.

Count

Highlight to find
number of entries
Figure 13: Count Function

Using the If Function

1. Click on the cell you want to perform the IF function.
2. Click the Formulas tab, go to the Function Library group and click the AutoSum
drop-down button.
3. On the drop-down menu, click the More Functions and on the Insert Function
dialog box select the IF Command.
4. On the Function Argument dialog box, fill up the required information on the boxes.
5. Logical test is a statement that gives condition and can be evaluated by true or
false. For example, B15>=1000 (the value of the cell B15 is greater than or equal
to 1000)
6. On the value IF_true, it is the value that is returned if the logical test is TRUE. For
example, "Approval Required" (the text will appear on the selected cell if the value
of cell B15 satisfies the condition.)

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7. On the value IF_false, it is the value that is returned if the logical test is FALSE.
For example, "No Need For Approval (the text ill appear on the selected cell if the
value of cell B15 does not satisfy the condition.)
8. If you had already filled up the function argument, click OK.
9. Another way is on the formula bar, type the following formula =IF(B15>=1000,
=1000,"APPROVAL REQUIRED","NO NEED FOR APPROVAL").

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10. The formula should always start with an equal sign( = ) and arguments separated
by commas (,).

Insert
Function
Function
Options

Figure 14: If function 1-5 Figure 15: If function 6-8

IF Function
Arguments
dialog box

Figure 16: If function 9-10

Other Functions
The list of functions in the Function Library includes specialized functions that are used
for financials, programming, engineering, querying databases.

Figure 17: Function Library

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Some of the functions’ descriptions are listed below. You may go to the Excel Help to
know more about the different functions.

FINANCIAL FUNCTIONS
PMT Computes the payment required to amortize a loan over a specified
number of periods
IPMT Computes the interest portion of an individual loan payment,
assuming a constant payment and interest rate
NPER Computes the number of periods required to amortize a loan, given
a specified payment
SLN Calculates straight-line depreciation for an asset
LOGICAL FUNCTIONS
IF Applies a logical test that results in a true or false
Nested IF Creates a hierarchy of tests
AND Returns FALSE if any of its arguments are false and returns TRUE
only if all of its arguments are true
TEXT FUNCTIONS
CLEAN Removes all nonprintable characters
CONCANTENATE Combines text from multiple fields into one cell. This is useful
especially when importing from a database where data are
entered in separate fields.
EXACT Compares two text strings to see if they are the same

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LEFT Returns the first num_characters in a text string
UPPER Converts text into all-uppercase characters
DATE & TIME FUNCTIONS
TODAY () Inserts the current date
NOW () Inserts both the current date and time
WEEKDAY Returns the day of the week for a specific date
DAYS Converts text into all-uppercase
LOOKUP AND REFERENCE FUNCTIONS
VLOOKUP searches the first column of table_array and returns a
value from the same row in the column indicated by
col_index_num
HLOOKUP Searches the first row of table_array and returns a value from the
same column, in the row indicated by row_index_num
ROWS Returns the number of rows in the specified range
MATH & TRIG FUNCTIONS
SUMIF Combines the IF and SUM functions to add specific values in a
range according to the criterion you supply
COUNTIF Similar to SUMIF, but count cells in the specified range that
match your specified criterion
PRODUCT Multiplies all of its arguments
ROUND Rounds a number by using this function for a specified number of
digits

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Assess your STATUS

IV. Practice/Drills
Direction: Identify the following Excel Functions.

1. It shows a series of calculations using the same formula but a different value for
each calculation to determine whether the formula is true or false.
2. It calculates the sum of the values of a range of cells.
3. It counts the number of cells in a range of cells or values.
4. It calculates the arithmetic mean of a range of cells or values.
5. It gives the minimum value in a range of cells or values.
6. It gives the maximum value in a range of cells or values.
7. It allows you to look up values in tables such as tax, discount, parts or grade
tables.
8. It is used when the table direction is horizontal or across the worksheet.
9. It is used when the table direction is vertical or down the worksheet.
10. It allows you to monitor cell value.

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