ANALYTICS

on
SPREADSHEETS
What are the 4 Major parts of Excel

Worksheet - rectangular grid of rows (numbers) and columns

(letters)
Cell - intersection of row and column.
Cell reference - unique address, coordinates of the intersection of a
column and row (B7)
Gridlines - horizontal and vertical lines.
 3

EXCEL FUNCTIONS

Saving and Opening a Workbook. Saving and opening an

Excel workbook is just like as you do in any other application.
Managing Worksheets
Formatting Cells
Printing
Excel Functions (Basic)
Charts
Sorting Data
Find and Replace Option
EXCEL FORMULAS AND FUNCTIONS 4

1. SUM
The SUM() function, as the name suggests, gives the total of the
selected range of cell values. It performs the mathematical operation
which is addition. Here’s an example of it below:
Sum "=SUM(C2:C4)"
2. AVERAGE 5

The AVERAGE() function focuses on calculating the average of the selected

range of cell values. As seen from the below example, to find the avg of the
total sales, you have to simply type in:

AVERAGE =AVERAGE(C2, C3, C4)

3. COUNT 6

The function COUNT() counts the total number of cells in a range

that contains a number. It does not include the cell, which is blank,
and the ones that hold data in any other format apart from numeric.

COUNT =COUNT(C1:C4)
4. SUBTOTAL 7
Moving ahead, let’s now understand how the subtotal function works.
The SUBTOTAL() function returns the subtotal in a database.
Depending on what you want, you can select either average, count,
sum, min, max, min, and others. Let’s have a look at two such
examples.

SUBTOTAL =SUBTOTAL(1, A2: A4)

SUBTOTAL“=SUBTOTAL(4, A2: A4)”

 8

“SUBTOTAL =SUBTOTAL(4, A2: A4)”

This selects the cell with the maximum value from A2
to A4, which is 12. Incorporating “4” in the function
provides the maximum result.
5. POWER 9

The function “Power()” returns the result of a number

raised to a certain power. Let’s have a look at the
examples shown below:

As you can see above, to find the power of 10 stored in A2

raised to 3, we have to type:

Power =POWER (A2,3)

Spread Sheet Model 10

A spreadsheet model generally consists of input

in the form of numbers and text, processes in the
form of formula and macro automation, and
output which is usually the result of calculations
and data manipulation. In small, unstructured
models these distinct areas are often combined in
a piecemeal fashion.

Spreadsheets are the universal language of

business, organizing data relationships and providing
powerful statistical analysis to optimize performance.
Why Model?
11

Models help us communicate

Models allow us to clarify and test
understanding
Models create credibility and accountability
Models help you organize your thoughts
Models simplify and solve problems
Models help you understand your data
Using Spreadsheets 12

You have probably used a spreadsheet to see

what will happen when you change a value.

Analysis works well in spreadsheets because

all of the calculations have been set up
using formulas. So, when you change one
value e.g. food cost, all of the values related
to it, e.g. food cost, total costs, profit will
change automatically.
Why Spreadsheets 13

Spreadsheets are excellent for analysis because

you can keep testing out different scenarios until
you find one you are happy with.

You can keep adjusting the model until you get

the result that suits your business.
At this stage, it is only numbers in a spreadsheet,
you are not risking your business or upsetting
your staff. But you will get an idea of what might
happen if you go ahead and make the changes for
real.
Formatting Cells
14

There are six tabs in the Format Cells dialog

box: Number, Alignment, Font, Border,
Patterns, and Protection.
In Excel, you can format numbers in cells for
things like currency, percentages, decimals,
dates, phone numbers, or social security
numbers.
Select cells you want to format highlight
and under home click under the number:
choose general, currency, percentages,
decimals, dates, phone numbers etc.
Font, font style, and font size 15

Background color of the cell(s) and the color of the

text in the cell
Borders of the cell(s)
Alignment of the text in the cell(s) (like top,
middle, bottom, left, right, and center alignment)
Text wrapping and orientation
To make any changes in the format of the cell,
there are some basic steps. In order to implement
any formatting, select the cells that you want to
format and right-click on the mouse. A few options
will appear, as shown below, in the image:
 16

If you want to highlight the top 10 total sales

averages you may use conditional formatting;
click conditional formatting, then click top
bottom rules, then on the right side choose top
ten items, choose how many items you want to
highlight, then type 10, and click ok.
 17

Change the format of the cells

Select the cell, bold the cell change the font

Want to apply styles to the cells?

Select the cell, in cell styles, change the color

there are a number of preset styles
Right click to modify a style
Select format and change what you want
 18

Copy cell formatting

Select the cell with formatting you want to
copy
Choose a cell, select a style
Select format painter and drag to format
Copy number formatting:
Select a cell, then select a style
Select a format painter and drag
 19

Enter data into specific cells

• Format text by changing size and color.
• Change column A with Orange color, B with blue
color and C with yellow color
•Format last column currency

Enter formulas using both absolute and

relative references

Enter a function and set it up with the required

information.
There are two types of cell references: Relative 20

and Absolute references

Relative references change when a formula is copied to
another cell. Absolute references, on the other hand, remain
constant no matter where they are copied.

By default, all cell references are relative references.

When copied across multiple cells, they change based on the
relative position of rows and columns.
For example, if you copy the formula =A1+B1 from row 1 to
row 2, the formula will become =A2+B2.
Relative references are especially convenient whenever you
need to repeat the same calculation across multiple rows or
columns.
 21

To create and copy a formula using

relative references:

In the following example, we want to create a

formula that will multiply each item's price by
the quantity. Instead of creating a new formula
for each row, we can create a single formula in
cell D4 and then copy it to the other rows. We'll
use relative references so the formula calculates
the total for each item correctly.
• Select the cell that will contain the formula. In our 22

example, we'll select cell D4.

• Enter the formula to calculate the desired value. In
our example, we'll type =B4*C4.
• Press Enter on your keyboard. The formula will be
calculated, and the result will be displayed in the
cell.
• Locate the fill handle in the bottom-right corner of
the desired cell. In our example, we'll locate the fill
handle for cell D4
• Click and drag the fill handle over the cells you
want to fill. In our example, we'll select
cells D5:D13.
• Release the mouse. The formula will be copied to
the selected cells with relative references,
displaying the result in each cell.
Absolute references 23

There may be a time when you don't want a cell reference to

change when copied to other 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.
To create and copy a formula using absolute references:24

In the example below, we'll use cell E2 (which contains

the tax rate of 7.5%) to calculate the sales tax for each
item in column D.
To make sure the reference to the tax rate stays
constant—even when the formula is copied and filled to
other cells—we'll need to make cell $E$2 an absolute
reference.

Select the cell that will contain the formula.

In our example, we'll select cell D4.
Enter the formula to calculate the desired value. In our
example, we'll type =(B4*C4)*$E$2, making $E$2 an
absolute reference.
Press Enter on your keyboard. The formula will
calculate, and the result will display in the cell.
25

Locate the fill handle in the bottom-right corner of

the desired cell. In our example, we'll locate the fill
handle for cell D4.
Click and drag the fill handle over the cells you
want to fill (cells D5:D13 in our example).
Release the mouse. The formula will be copied to
the selected cells with an absolute reference, and the
values will be calculated in each cell.
You can double-click the filled cells to
check their formulas for accuracy. The
absolute reference should be the same for
each cell, while the other references are
relative to the cell's row.
 26
AUTOSUM

Is used to sum a column or row of

numbers.
Select a cell next to the numbers you want
to sum, click AutoSum on the Home tab,
press Enter, and you're done. When you
click AutoSum, Excel automatically enters
a formula (that uses the SUM function) to
sum the numbers.
COMPUTING SUMMATIONS 27
Shown in the table below are the final grades x (first
column) of a class of 50 students and the frequency f
(second column) or the number of 50 students who got the
indicated grade. Suppose we wish to determine the average
grade of this class of 50.
x f
0.0 5
1.0 13
1.5 10
2.0 9
2.5 7
3.0 1
3.5 2
4.0 3
 COMPUTING SUMMATIONS 28

Open a Microsoft Excel worksheet and starting with cell A1,

input the grades and starting with cell B1, input the
frequencies in the same order as they appear in the table at
the right. Then in Cell C1, type the formula =A1*B1 and
then press Enter. Click on C1, copy the cell, highlight C2 to
C8, and then paste. This gives the product of each grade and
its corresponding frequency.
Click on C9, click Autosum under Formula, and press Enter.
This gives σ8𝑖=1(𝑥𝑖 𝑓𝑖 ) =85.5
Finally, click on any cell near C9, type = C9/50, and press
Enter

This givesσ8𝑖=1(𝑥𝑖 𝑓𝑖 ) = 1.71, the average grade of the class of

50.
 ACTIVITY 1 HANDS ON
29

1. Copy and paste the data on exercises 1 on another

sheet (From salesman to March until Perly)
2. Compute for the Total Sales and Average Sales per
Salesman and per Month.
3. Highlight the top ten sales on Total and average
using the Yellow Fill with dark yellow text.
4. Insert Title(Quarter Sales) on the first row and
format it using cell styles Neutral.
5. Right Click the Title, then in Cell Styles and
Modify, Click Format, Click Font, Click Bold Italic,
Click Size 14, then Click OK.
ACTIVITY 2
30

1. Copy the following data of menu, unit price and

quantity sold.
2. Compute for the Total Cost per menu.
3. Compute for the Total Sales Cost.
3. Find the top ten highest cost menu and highlight it with
green fill with dark green text
4. Make a pivot chart and pivot table by clicking the menu,
unit price and quantity.
5. Complete the chart by providing it with the axis, axis title
(price and menu) and chart title (sales on food)
6. Make a Style 12 and color it with palette 3.