LESSON 4

HOW DO I USE ADVANCED EXCEL

TOOLS TO PROCESS AND PRESENT
DATA?
Objectives:

By the end of this lesson, you will be able to

•Construct formulas to manipulate numeric data in an Excel
worksheet
•Organize or narrow down data using the Sort and Filter
features in MS Excel
• Set up the Chart function of Excel to represent numeric
data in multiple formats
Explore
In lesson 3, you have learned how to use advanced
tools of MS Word to develop, evaluate, and finalize content
of your project pitch document. You have also refined the
details of your project that will guide you throughout its
development until its end. To proceed, you will now learn
the advanced Excel tool that will enable you to process the
data you gathered and present them in a graphical way to
easy reference Learning this advanced tool in Excel will
help you to perform statistical tasks that you will encounter
in the workplace which are especially useful for students
taking up the Accountancy, Business, and Management
strand.
 Examine
Examine

Computing data, especially student’s grades, might take a lot of

time and effort to do manually on paper using only a pen, a calculator,
and a separate guide to compute and to identify equivalents of grades.
This is the work of a teacher but what if you were tasked to do
something familiar?

The computation of grades is arguably more time consuming than

computing the scores of a cooking show and it would require more
effort to do by hand. The following images might have a similar
content, but the input processes and computation requirements are
different.
Manual Computation Computerized Computation
 FORMULAS AND FUNCTION
Formulas
Some of the often-used features in Exel are
in the Formulas tab. These are for calculating
numerical information just like a calculator. A
simple formula contains only one operation,
while a complex formula contains one or more
operations. You can create formulas by applying
cell references.
 Mathematical Operators
Excel uses standard operators for formulas. These are: plus
sign (+) for addition, minus sign (-) for subtraction, asterisk (*) for
multiplication, forward slash (/) for division, and caret (^) for
exponents. The equals sign (=) is used to start formula. A complex
formula follows the PEMDAS order.
The PEMDAS Order of Operation
P- Parenthesis (ex. (1+2))
E- Exponent (ex. 2^3)
M- Multiplication (ex. 2*4)
D- Division (ex. 6/2)
A- Addition (ex. 7+3)
S- Subtraction (ex. 10-5)
 Cell Reference

Excel has a feature that allows you to calculate values

from specified cell addresses. A cell adress is combination
lof a column letter (at the top of the spreadsheet) and a
row number (to the left of the spreadsheet). The cell or
set of cells involved in a formula is known as a cell
reference. Using a cell reference will make your formulas
more accurate.
 To create a formula
In our example below, we’ll use a simple formula and
cell references to calculate the profit gain for a sales
report.
1. Select a cell that will contain the formula. In our
example, we’ll select B3.
2. Type the equals sign(=). Notice how it appears in the
both cell and the formula bar.
3. Click the actual cell or type the cell address of the
cell you want to reference first in the formula (cell B1
in our example). A blue border will enclose the
referenced cell.
4. Type the mathematical operator you want to use. In
our example, we’ll type the minus sign(-).
5. Type the cell address of the cell you want to
reference next in the formula: (cell B2 in our example).
A red will enclose the referenced cell.
6. Press Enter on your keyboard. The formula will be
calculated and the value will be displayed in the cell.
Notice that the formula did not change in the formula
bar
 Modifying value from a cell reference

The advantage of using a cell reference is that

you can change the value without touching the
formula.
1. What follows is the example we used
earlier.
2. We can changed the value of B2 from
250 to 240.
3. Press Enter and it will automatically
compute the value.
Functions
A function is a predefined formula in Excel that
performs calculations for a specific value using
reference cells. Excel has different functions for
quickly finding the sum, average, count,
maximum value, and minimum value for a range
of cells. Before using a function, there are parts of
it which you must first understand and be familiar
with.
 Parts of a Function
A function consist of the equals sign (=), the function
name (an example of this is SUM), and one or more
arguments. An arguments is a range of cell addresses or
any input that you provide to a function.
 Using a function
There are functions already defined in Excel. These are
examples of functions you would usually use.
1.SUM: using this will add all the values of cells in the
argument.
2.AVERAGE: using this function will get the average of all
the values of cells in the argument.
3.COUNT: this counts the number of cells with numerical
data in the argument.
4.MAX: gets the highest cell value included in the
argument.
5.MIN: gets the lowest cell value included in the argument.
The following are the steps in using a function:
1. Select a cell where you
want the function. In this
example, we’ll use the cell C5. 2. Enter the desired function.
Type in the equals sign (=). Excel gives a list of suggested
functions as you type.
3. Enter the cell range for the
argument inside parentheses.
In our example, we’ll type
(C1:C4). Notice that the cells
from C1 to C4 are highlighted.
This formula will add the
values of cells from C1 up to 4. Press Enter. The function will
C4. be calculated and will be
shown in cell C5.
*Note: Multiple arguments must be seperated by a comma. For
example, the function = SUM(A1, B2:B4, C1:C4) will add the
values of all the cells in the three arguments.
The Function Library
While there are hundreds of functions in Excel, we do not
need to memorize them all, but exploring some of the different
types of function will be helpful as you create new projects.
Functions are grouped per type of data they manipulate. They are
in the Function Library under the Formulas tab.
 The Insert Function command
If you’re having a hard time finding the right function to use,
the Insert Function command can help you. It allows you to
search for functions using keywords. But, while it can be useful,
this command is sometimes difficult to use. If you are new in
the use of functions, you may have more success browsing the
Function Library. For more advanced users, however, the Insert
Function command can be a powerful way to find a function
quickly.
How to use the Insert Function command?
1. Select the cell that will
contain the function. In this
example, we will use the 2. Select the Insert Function
cell B12. command in the Formulas tab.
3. An Insert Function dialog
4. Type a few keywords that
box will show up. would describe what function
you want, or select a
category. Then click GO, In
this example, we will use the
word “count” to describe the
function.
5. Notice that the list of 6. Review the results and
functions is updated per choose the best function that
description. would suit what you need. In
this example, COUNTA is
used.
7. A Function Arguments
dialog box will appear.

8. You can either enter or

click the cells you want to
include. Here, we select cells
A2 up to A10.
9. The function will be calculated and the result will we
diplayed in the cell. In the example, the result shows that the
niumber of student is 8.
 Sorting
One of the features of the Excel is that you can manage
information. You can quickly sort you data alphabetically,
numerically, and in many other ways.

Types of sorting
Sort Sheet- sort of all data in your worksheet by one column.
Related information is kept together when sorted. An example
of this is a list of students to be arranged according to their class
number.
Sort Range- sorts the data in a range of cells, which can be
healpful when working with a sheet that contains several tables.
Only the contents of the table will be sorted. Sorting a range will
not affect other content on the worksheet.
 How to sort an MS Excel sheet
1. Select a cell in the set you 2. Click the Ascending
want to sort. In this example, command to sort from A to Z,
we’ll use cell B3. or the Descending command
to to sort Z to A from the Data
tab. In this example, we’ll use
the Ascending command.
3. The worksheet will now be sorted. In the example, the
worksheet is now sorted alphabetically by the last name of the
students.
 How to sort a range
1. Select the cell range you 2. Click the Sort command in
want to sort. In our example, the Data tab.
we’ll select cell range
A13:C16.
3. A short dialog box will
appear. Select a column you
want to sort by. In this
example, we’ll use Last name.

4. Decide if the sort will be in

ascending or descending order.
In this example, we’ll use
ascending. Click Ok.
5. The cell range will be sorted in the selected column. Notice that
the other table in the worksheet is not affected by the sort.
 Filtering
One of the feature of Excel is to
narrow down data in your worksheet,
allowing you to view only the
information you need. This feature is
called Filter.
 How to filter data
1. In order for filtering to work,
your worksheet must have a
header row, which is used to
identify the column.
2. Click Filter in the Data tab.
3. A drop-down arrow will
appear in the rightmost side of
the header cell for each
column.

4. Click the drop-down arrow

for the column you want to
filter.
 6. Deselect all the data by
5. A filter menu will appear. unchecking the box next to
Select all.
7. Check the boxes next to the
data you only want to display,
then click OK.
8. Notice that the dta was
reduced. Don’t worry, it only
open temporarily hid the data
that don’t match the criteria.
 To clear a filter
1. Click the drop-down arrow
for the filter you want to clear. 2. The filter menu will
In our example, we’ll clear the appear.
filter in column B.
3. Choose Clear Filter From 4. The filter will be cleared
[ COLUMN NAME] from the from the column and
Filter menu. In our example, previously hidden data will
we’ll select Clear Filter From displayed.
“TYPE”.
 Advance Filter

Advance number filters allow you to

manipulate numbered data in different ways. In
this example, we will display only certain types
of equipment based on the range of ID numbers.
1. Select the Data tab on
the Ribbon, then click the
Filter command. A drop-
down arrow will appear in
the header cell for each
column. Note: If you’ve
already added filters to
your worksheet, you can
skip this step.
2. Click the drop-down arrow for the column you
want to filter. In our example, we’ll filter column A to
view only a certain range of ID numbers.
3. The Filter menu will appear. Hover the mouse over Number
Filters, then select the desired number filter from the drop-
down menu. In our example, we will choose between to view
ID numbers between a specific number range.
4. The Custom AutoFilter dialog box will appear. Enter the desired
number(s) to the right of each filter, then click OK. In our example,
we want to filter for ID numbers greater than or equal to 1003 but
less than or equal to 1007, which will display ID numbers in the
1003-1007 range.
5. The data will be filtered by the selected number filter. In
our example, only items with an ID number between 1003
and 1007 are visible.
 Charts
Sometimes, it is difficult to interpret Excel
workbooks which have a lot of data. A chart
is a grapical representaion of your
workbook data that’s easier to visualize for
comparisons and trends.
 Types of charts
Column- this chart uses vertical bars to represent data. They are most
frequently used for comparing information.
Line- this chart is ideal for showing trends. The data points are connected
by lines, making easier to see the increase or decrease of value over time.
Pie- this chart ise used to compare proportions. It depicts the values that
make up a percentage of the whole and are shown as slices of a pie.
Bar- this chart is just like the Column chart but uses horizontal bars
instead.
Area- this charts is like the Line chart, except the areas under the lines are
shaded.
Surface- this chart allows you to display data in 3D landscape. It lets you
see a variety of information at the same time. This works best with large
data sets.
 Inserting a chart
1. Select the cells that you
2. Select the desired Chart
want to include in your chart,
command from the Insert
including the column titles
tab.
and row labels.
3. Select the desired chart
type from the drop-down
menu.
4. The chart will be
inserted ine the
worksheet.
 Changing Chart Types
1. Click the Change Chart 2. A Change Chart Type
Type command from the dialog box will appear.
Design tab. Select a new chart type
and layout then click OK.
3. The new chart will be displayed.
 Moving a chart
1. Select the chart you want
to move.

2. Select Move Chart from

the Design tab.
3. The Move Chart dialog box will appear. Select the
desired location for the chart. Then click OK. In our
example, we choose to use New sheet, which will create a
new worksheet.
 4. The chart will appear in the selected location. In our
example, the chart now appears in a new worksheet.
 GROUP 3:

Ramos, Rhian Desiree P.

Jimenez, James Axel
Mendoza, Leo Santino
Umali, Earl Renier