ADVANCED EXCEL TRAINING

MODULE 3
 PIVOT TABLE
• A Pivot Table is an interactive way to quickly summarize large amounts of
data. You can use a PivotTable to summarize and analyze numerical data in
detail, and answer unanticipated questions about your data. Its made up of
the Row Label, the Column Label, the Summation Values and the Report Filter.
• How to Analyze Data using the Pivot Table
• Click on the first column heading e.g. empid.
• Click Insert, click Pivot Table
• Click Ok
• The Pivot Table Report is displayed
• Drag the fields to summarise from the Pivot Table field and place them on the
row label or right click on the column e.g. Department, click Add to Row Label
to add the department to the row label

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 How to Analyze Data using the Pivot Table

• To calculate the subtotal of their working hours, hourly rate and

weekly wage on the Pivot table, right click on each column
heading, click Add to values to compute the subtotal for each of
them
• To compute average, add the working hours field again to values
then go down to the summation values option and select value
field settings then change the function from sum to average.
• Repeat the same process for other numerical fields (Hourly rate
and Weekly Wage)

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 How to Analyze Data using the Pivot Table

• Place the location and state on the row label to summarize the
location and states where they work
• To determine the number of staffs working under each location,
add location to values to compute the number of staffs working
under each location
• Add other fields like empid. staff name, qualification, trained etc.
to the report filter from the pivot
• For e.g. to determine how many staffs were trained from each
dept, move to the report filter, under trained select and click Yes
to filter all the staffs that have been trained from each
department.

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 How to Filter Records using Advanced Filter

• Advanced Filter; filters multiple records from multiple columns at a time by

specifying different criteria to filter.. It uses list Range and Criteria Range to
Filter
• 1) Type in the criteria on a blank cell or cells under the main data sets for
example the criteria can be Shipped Via, Shipped Date, Freight and Ship
Country
• Type in the criteria under each field e.g. Shipped Via (Federal Shipping),
Shipped Date: >31st July, 1996, Freight: >100 dollars and Ship Country: Brazil
• This means that using Advanced Filter scenario Excel should filter all the
products that were shipped after 31st July, 1996, that were shipped via Federal
Shipping with Cost of Shipment (Freight) above hundred dollars and were
shipped to Brazil. This means that all these four criteria must be met before
excel can filter the records from the data set

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 How to Filter records in Excel using Advanced Filter

• After typing in the four criteria (as explained in the previous slide)
• Click on the first field or column heading (Order ID)
• Click Data
• Click Advanced
• From the Advanced Filter dialog box, the List Range being the entire data
set is automatically highlighted
• Move to the criteria range box and click
• Highlight all the specified criteria
• Click Copy to another location then click inside the copy to box and then
click on a blank cell to specify the cell where Excel will place the filter
results
• Click Ok to filter

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 Working with Range Names

• Range names are used in Microsoft Excel as substitutes for cell reference. This
implies that instead of using cell references to perform calculations, you can
create range names which can in turn be use to represent the respective cell
references for computational purposes

• How to create Range Names in Excel:

• Click on the field name where the range name is to be created
• Click Formulas
• Click Name Manager
• Click New
• The range name is automatically generated by Excel e.g. working_hours
• Move to the refers to box and click inside it
• Then go back to the dataset and highlight the values under the specified range
• Finally to use the defined range name for calculation for e.g to sum all their
working hours using range enter the formula =sum(working_hours)
 PERFORMAING ARITHMETIC
CALCULATIONS
• Excels basic functions Sum, Average, Max, Min, Count, Count IF is used to
demonstrate how to perform simple arithmetic calculations with Microsoft Excel.
• Relative reference is a reference that changes when you apply a formula from one
cell to another
• Absolute Reference is a reference that does not change (fixed reference) when you
copy a formula from one cell to another.
• Excel functions are classified under a term referred to as Excel Operators: are
elements in Excel that you can use to manipulate your values . They include
– Arithmetic Operators
– Comparison Operators
– Logical Operators
– Range Operators
 LOGICAL OPERATORS

• Logical Operators are used to perform Logical Evaluations in Excel

• The Logical Operators include:
• Logical IF
• Logical AND
• Logical OR
• Logical TRUE
• Logical FALSE
• Logical NOT
 USING THE LOGICAL FUNCTIONS

• Logical functions are used in spreadsheets to test whether an argument is true or

false. Excels Logical Functions (Logical IF, Logical AND, Logical OR) were used to
demonstrate to the participants on how to perform Logical Operations in Excel.
• Logical IF is used to check if a condition is met and return one value if true and
another value if false. The Logical IF Statement includes three features which
include the Logical Test, The Value If True and the Value If False. For e.g. the logical
IF function can be used to determine monthly targets, students results in an exams
etc.
• The Logical Test is any value or expression that can be evaluated to true or false
• The Value If true returns true if the logical test is true while
• The Value If false returns False if the logical test is False
• To Perform a Logical IF Function:
• Click Formulas, Click Logical, Click IF, enter the logical test, enter the value if true
and value if false then Click Ok
 THE LOGICAL AND FUNCTION

• The Logical AND function is used to check whether all the arguments are
true and returns true if all the arguments are true else returns false if any of
the argument is false. For e.g. the logical AND function can be used to
determine students the pass Maths and English in an exams.

• How to perform a Logical AND Function

• For example if we want to determine all the students that pass both maths
and English in an exams, we use the Logical AND Function
• Click Formulas
• Click Logical
• Click AND
• Enter the Logical reference for Logical 1 e.g. Maths score greater than 49
• Enter the Logical reference for Logical 2 English score greater than 49
• Click Ok
 THE LOGICAL OR FUNCTION

• The Logical AND function is used to check whether any of the argument is true
and returns true if any of the argument is true else returns false if all the
arguments are false. For e.g. the logical OR function can be used to determine
students the pass either Maths or English in an exams.

• How to perform a Logical OR Function

• For example if we want to determine all the students that pass either maths or
English in an exams, we use the Logical OR Function
• Click Formulas
• Click Logical
• Click OR
• Enter the Logical reference for Logical 1 e.g. Maths score greater than 49
• Enter the Logical reference for Logical 2 English score greater than 49
• Click Ok
 Data Visualization with Charts

• Charts are graphical representation of tabular data in Excel. Charts can be used by
companies and organizations to make better business decisions by showing
insights of their data.
• They are different chart types in Excel: Column chart, Line chart, Pie chart, Area
chart, Scatter chart, Bar chart etc.
• To plot a chart in excel
• Highlight the data range to be plotted
• Click Insert
• Click Chart
• Select the chart type e.g clustered column chart
• To move the chart a new sheet, click Move chart to New Sheet, rename it
• Click ok
 How to modify Charts
• You can modify charts by adding data labels, axis titles, adjusting the position
of the legend and adding chart title and chart colours
• To modify a chart, change the Legend position:
• Select the chart
• Click Design
• Click Legend, Click Right to move the legend to the right of the chart
• To Add Data Labels to the chart
• Select the chart
• Click Design
• Click Data Labels
• Select the appropriate data label option
• Select the chart
• To add Axis Titles to the Chart
• Click Design
• Click Axis Titles
• Select the Horizontal Axis Titles and Vertical Axis Titles then rename the axis
titles respectively
 How to Modify the Chart

• To Add chart Title to the chart

• Select the chart
• Click Design
• Click Chart Title
• Click Above Chart

• To add chart colour to the chart

• Right click on the chart area
• Click format chart area
• You can use either solid fill colour, gradient fill or picture/texture fill to colour
the charts
 Learning Points and Course Summary

• The Learning Points and Course Summary include:

• Pivot tables Is used to recognize and make business intelligence of
an Excel data.
• Add more than one row or column.
• Use filters to simplify your data.
• Remove duplicate data points or sets.
• Transpose rows into columns.
• Split up text information between columns.
• Use formulas for simple calculations.
• Perform a What IF Analysis  Create Good Reporting and
Visualization with Charts.
Thank You