TODAC 2010
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This workshop covers the following topics:
◦ Formulas
◦ Charts
◦ Pivot Tables
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Note:

Rather than an in-depth how-to,
this is an intro to advanced topics in Excel
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Library IT Resources on Microsoft Office 2007
http://staff.lib.uci.edu/departments/it/docs/office2007.php
http://staff lib uci edu/departments/it/docs/office2007 php
◦ Has Powerpoint presentation and handout
◦ Has links to Office 2007 tutorials
and Interactive Command Reference Guides
 http://office.microsoft.com/en-us/excel/HA101491511033.aspx
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Microsoft Office Online Training

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http://office.microsoft.com/en-us/training/HA102189871033.aspx
http://office
microsoft com/en us/training/HA102189871033 aspx
http://office.microsoft.com/en-us/training/CR100479681033.aspx
◦ Has training topics with self-guided courses on many Excel topics,
including:
g
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Formulas
Charts
Pivot Tables
And More…
More

Can be used to:
◦ Manipulate numbers and text
◦ Perform logical, mathematical and statistical
functions
• Sums
• Averages
• Rounding
• Count
• If statements

Can be simple or complex

Can be nested together
=SUM(A1:A4)
AVERAGE(SUM(A1 A4)
=AVERAGE(SUM(A1:A4),
SUM(B1:B4),SUM(C1:C4))

Extrapolation
◦ If you click and drag a cell or a range of cells, Excel
will try and fill the new range with a pattern based
on the existing
g cells
◦ This works for formulas and numbers/dates

Inserting today
today’s
s date and or time
◦ Control+Shift+;
enters the current date
◦ Control+;
enters the current time
◦ Unlike the TODAY() ffunction, these use static date
and time rather than updating each time the
worksheet is opened
p

Formulas make references to cells using the
row numbers
and
letters
b
d column
l
l tt
◦ Example: the range A1:A4
is shown to the right

Breakdown of reference A1:A4
◦ A1 is the top left cell
(because it is in Column A,
A Row 1)
◦ The colon (:) shows that a range of cells is being referenced
 range includes everything between the top left of the first cell and the
bottom right of the last cell
◦ A4 is the last cell in the range (Column A
A, Row 4)
◦ Therefore, the formula “=SUM(A1:A4)”
gives the sum of all of the numbers in the cells in the range starting with
Column A, Row 1 and ending with Column A, Row 4
 487=SUM(A1:A4)

Cell References can be relative or absolute
◦ A1:A4
$A$1:$A$4
A1 A4
$A$1 $A$4
 These two ranges refer to the same cells
 If the formula with the first range is copied and pasted to a
different cell, when it goes into the new cell, it will adjust the
formula relative to its position
 Example: if =SUM(A1:A4) is moved over one column, it will
become =SUM(B1:B4)
SUM(B1:B4)
 If the formula with the second range is copied and pasted to
a different cell, it will copy as $A$1:$A$4
◦ The $ sign shows that a reference is absolute
 If needed, the $ sign can be attached to only the column
or only the row
 =SUM($A1:A4),
SUM($A1 A4) if moved
d one column
l
over, will
ill
become =SUM($A1:B4)


Allows you to enter basic
functions
very quickly
f
ti
i kl
Assumes you want to find
the sum off values in a
column or row
◦ If a range of cells is selected,
it puts the function in the last
cell of each column
◦ If a blank cell is selected,
it guesses the range based on
the cells above or to the left
Functions that can be
used with AutoSum:
•
•
•
•
Sum
Average
Max
Mi
Min

Function Library
◦ Easy
way to get a
E
quick glance at the different formulas available
◦ Grouped by general purpose
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Financial
(Interest, Amortization)
Logical
(IF, AND, OR)
Text
(Matching, Searching Text Strings, Substitution)
Date and Time (Day of week, Week of year, Conversion)
Lookup and Reference (Search and Offset)
Math & Trig (Rounding, Sums, Subtotals)
Statistical
(Averages, Count, Standard Deviation)
Engineering (Conversions)
Cube
(Online Analytical Processing)
Information (Cell Properties)
◦ Hover over a specific function to
get more information
Category (Example)
 Press F1 to see the Help Screen for that function

While typing a function
◦ Hints will appear below the formula bar with the
format of the function
◦ Click on the function name to open the Help screen
for that particular function
 Describes what the function is used for
 Explains how to select and
format the input for the function
 Contains links to related functions
and related articles

From the Help Menu
◦ Look up Function Reference

Function Prompts
◦ Click on the Insert Function Button next to the
formula bar
 Pops up a window with prompts for input
 Buttons at the right
of each input box
allow
ll
you tto select
l t
range on the
worksheet with the
mouse
 “Help on this function”
link directs to
h l screen ffor th
help
thatt function
f
ti
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Are for displaying data from tables or ranges
in your spreadsheet
Can be placed on a separate worksheet or the
same worksheet
Come in many different types
1.
Create a range of data
◦ Generally works best with:
 Labels in the left column
(and in the top row, if needed)
( ) to the right
g
 Data in the column(s)
2.
3.
4.
Select the range in the worksheet
Go to the Insert tab
Select the Chart type
◦ Chart will automatically insert into the current
worksheet

You can change the Chart Type
after the chart is created
◦ Chart Tools > Design > Change Chart Type

P
Preset
t Layouts
L
t
Design > Chart Layouts

Chart Colors
Design > Chart Styles or Format >

Data Selection
Design > Data

You can fine-tune the presentation of your chart
using the Layout and Format tabs
◦ Change the appearance of:
• Axes
• Gridlines
G dl
• Legends

• Data Labels
• Chart
Ch
Labels
b l
For e
en more control,
control right
click on the
even
right-click
elements of the chart for additional formatting
options
Pivot Tables
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