Excel spreadsheet

(Basic + Intermediate)

By
Sum Lih Kang

Version 1.1 20090511

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 User Interface

Toolbars

Work Book

Worksheet

Cells

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 2.1 Simple formulas (+, -, x, /)

• Try 5+6=?
• Try 1+2x3=?
• Try 10/2=?
• Try (1+2)x3=?
• Try 2 to the power of 5 =?
• Try cube root of 8 =?

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 2.1 Simple formulas (+, -, x, /) - Solution

• Try 5+6=? => =5+6 =>result 11

• Try 1+2x3=? => =1+2*3 => result 7
• Try 10/2=? => =10/2 => result 5
• Try (1+2)x3=? => =(1+2)*3 => result 9
• Try 2 to the power of 5 =? => =2^5 => result = 32
• Try cube root of 8 =? => =8^(1/3) => result = 2

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 2.2 Text Functions – Play around with Text

• Use Left => taking left portion of a word/string

– Formula=> =left(“word”,num_digits)
• Use Right => taking right portion of a word/string
– Formula=> =right(“word”,num_digits)
• Use Mid => taking middle portion of a word/string
– Formula=> =mid(“word”,start_char,num_digits)
• Use Len => count characters
– Formula=> =len(“word”)
• Joining words/strings-Concatenation
– Formula => = “Word1” & “Word2” & “Word3”

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 2.3 Autofill and Safe-Autofill

• Use autofill the formula-by dragging the handle

• Use autofill the formula-by Ctrl+d

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 2.4 Lookup function

• Vlookup – Vertical Lookup

• Hlookup – Horizontal Lookup
• Match
• Offset

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 2.4.1 Vlookup

• Vlookup – Vertical Lookup

– Formula => =vlookup(“word to lookup”, “reference table”,
“column #”, 0)

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 2.4.2 Hlookup
• Hlookup – Horizontal Lookup
– Similar like vlookup, but to lookup horizontally by row
– Formula => =hlookup(“word to lookup”, “reference table”,
“row #”, 0)

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 2.4.3 Match

• Match => find the position of matched result in the selected

range
– Formula => match(“lookup value”, “range”, 0)

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 2.4.3 Offset

• Offset => find the result located relatively from 1 cell

– Formula => offset(“reference cell”, “row ref”, “col ref”)

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 2.5 Find and Replace

• Find (Ctrl + f)
• Replace (Ctrl + h)

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 2.6 Absolute and Relative reference

• What is the difference?

– In simplest word, absolute reference in formula will
also refer to the same reference when the formula
is copy-and-paste to other location; while relative
reference will refer to the relative reference after
copy-and-paste

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 2.6.1 Relative reference

Relative reference always refer to the relative position

Sum the 6 cells Still sum the 6 cells

above the new
above
location after copy-
and-paste

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 2.6.2 Absolute reference

Absolute reference always refer to the same reference

wherever the formula is copy-and-paste (by using ‘$’ sign)

Sum the 6 cells from Still Sum the 6 cells from c3 to c8

c3 to c8 after copy-and-paste

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 2.7 Paste Special – Value, Format, Comment
• Why paste special?
– Paste special allows pasting only values/format/comments,
etc
– Paste value helps remove the unwanted formula in the cell

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 2.7.1 Shortcut for Paste Special
Troublesome? =>Can create shortcuts

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 2.8 Self classification – IF function

• How to use if function to let the formula auto classify

the input?
– Formula=> =if(condition,result if true,result if false) 1

• How to use nested IF 2

1 2

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 2.9 Conditional Count and Sum – Countif, Sumif,
Sumproduct
• How to conditionally count the records? 1

• How to conditionally sum up some values? 2

• How to conditionally count by using multiple conditions? 3

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 4.2 Auto Update Report

- Open the “UTRAN (WW18 Stats).xls”

- Objective – To see how the following excel functions/
features help in simplify reportings
- If
- Sumproduct
- Conditional Formatting

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 4.1 Create graph/chart from selected cells
1 2

Select the graph button

and graph type

Select the range

End product shown

Note: We can always click the chart to
customize the details and the graph type

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 4.2 Using Auto Filter to view the desired
records only

Select the header row

and choose “autofilter”
from menu

Select the desired field

and desired record to
filter, in this case “RNC”
is the desired field and
the “RNCKLCC01” is the
desired record

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 4.3 Using Pivot Table – to group the records and get
1 summarized

3 End Product Shown

Select the range

Select the pivot

type (pivot table or
pivot chart)

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 4.4 Formatting and Conditional formatting
Conditional formatting helps to auto format
Format the data to enhance the visual
effect for the audience/reader the cells according to predefined threshold

We can format the font, the cell and the text

alignment and the number format

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 Exercise 1:
RAW Summary
Sales Man Region Week Sales (RM) Sales Summary
1 Central Week01 3000 Week
2 Southern Week01 4000 Region
3 Northern Week01 2500
4 Central Week01 7428
5 Eastern Week02 9433
6 East Malaysia Week02 571
7 Central Week02 618
8 Eastern Week02 5655
9 Central Week03 9348
10 East Malaysia Week03 3194
11 Eastern Week03 7715
12 Central Week03 157
13 East Malaysia Week04 9448
14 Northern Week04 3367
15 Eastern Week04 9470
16 Southern Week04 3612
17 East Malaysia Week05 1079
18 Southern Week05 8502
19 Eastern Week05 2371
20 East Malaysia Week05 4758

1) Use Pivot table to come out with the summary

2) Use Sumproduct formula to come out with similar result

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 Exercise 2:

• Left
• Right
• Mid
• Len
• Text-to-columns
• Pivot Table-count

1) Use Radio level OMCR dump file

2) Import to excel with text-to-column
3) Count radio per BSC

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 Visual Basic for Application (VBA) and Macro

•VBA is the implementation of Microsoft’s Visual Basic

built into all MS Office applications (Word, Powerpoint,
Excel, etc)

• With the VBA instructions, macro (a set of instructions

that you use to automate a task) can be easily created
to automate your daily task or develop user-defined
formula

• VBA is closely related to Visual Basic, but only run

code within a host application (ie Excel) rather than as a
standalone application

• Although not as powerful as the Visual Basic, but it is

easier to use
•

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 Basic Program Structure
Type of Macro

Subroutine Function
-A small program -A User-Defined
formula

Header Notes

Declare Variables, Objects and Constants

Single Line Commands Looping Code-Blocks Conditional Code-Blocks

Calling other functions or subroutines Error Trapping

End and/or return RESULT

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 Record Macro As A Learning Step
• Writing Macro for beginner user is not an easy task especially for those who had no
programming background
• “Macro Recorder” provides a great method for creating a macro without writing VBA
code directly
• It is just like a tape recorder that records all the events occur within Excel and
automatic generates the relevant codes
• The automatic generated codes can be:
•reused directly or
•modified before reuse or
• applied to other macro in case the user didn’t know how to write the codes
from scratch (good for learning more advanced codes)

Macro Recorder

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 Record Macro As A Learning Step

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 Record Macro As A Learning Step

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 Record Macro As A Learning Step

Click Edit if you

want to see or
modify the
codes

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 Exercise M1
• Open a new work book
• Start record the macro
• Select Cells F5:H10 and fill yellow color
• Stop the recording and open the Visual Basic Editor to see the code

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 MS Excel’s Macro IDE

Notes: We can always disable/enable the above windows from the “View” menu

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 MS Excel’s Macro TIPS-Create Module

Notes: Codes should be stored in a module in order for many sheets to share the same macro

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 MS Excel’s Macro TIPS-Macro Security

• Some computer will block the macro from running due to security reason

• In order to run the macro, we are encouraged to set the security level to medium
(prompt before enabling macro)
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 Programming Codes-
Declare Function/Subroutine

Subroutine’s Name
Sub Display_Message()
Msgbox “Hello”
End Sub

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 Programming Codes-
Declare Function/Subroutine

Input from the user

Format of the Result
Function’s Name

Function Average_Costs (Cost1, Cost2, Cost3) As Currency

Average_Costs = (Cost1 + Cost2 + Cost3) / 3

Return the Result to the user

End Function

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 Assigning Macro For A Button
• For most of the users, clicking a button to execute the macro will be the preferred way
rather than search and select the macro to be used
• We can actually assign the respective macros to the buttons to ease the macro user

Buttons for user to click

Choose the macro

From the list
pop-up later

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 Exercise M3

• Try to draw a button with whatever shape you like

• Assign the macro Array_And_Msgbox to the button you drew just now
• Click on the button and see whether same result will come out or not

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