Excel 2007

Formulas and Database Functions

Topics

What’s New in 2007Formatting SpreadsheetsUsing Multiple WorksheetsFormulasFunctions: PMT, FV, Goal Seek & If/Then StatementsDatabase Functions

Excel 2003 Vs 2007

What’s New?

The Quick Access Toolbar, MS Office Button, Mini Toolbar & Ribbon

The MS Office Button, Quick Access Toolbar and the Ribbon replace the menu, Standard and Formatting Toolbars in Excel 2003.

Quick Access ToolbarLocated next to the MS Office Button, the Quick Access Toolbar offers one-click access to the most widely used office functions. By default, there are 3 buttons Save, New, and Open. Click on the arrow next to the toolbar, to open the customize menu Click the checkbox next to each feature to add and more options to the toolbarThis is a New Feature

The MS Office Button replaces the File menu

The MS Office ButtonThe MS Office Button is a New Feature of Excel 2007. This button is the access point to

Create New Excel Workbooks OpenSavePrint Close

This Button replaces the File menu

The MS Office ButtonThe MS Office Button also houses

Recently opened presentationsConvert converts Excel files into the 2007 FormatPrepare to finalize presentations for distributionSend which distributes presentations through facsimile or email Publish to distribute a presentation to a server or shared workspaceExcel Options (previously located under the Tools menu)

The Mini ToolbarThe Mini Toolbar is a menu of frequently used formatting tools that appears when text is highlighted in a Excel Workbook. New Feature

Menus and Toolbars - 2003

Formula Bar Formatting ToolbarStandard Toolbar

In Excel 2003, different functions within Excel are accessed through the Menu Bar, Standard Toolbar, the Formatting Toolbar, and the Formula Bar

menu Toolbar

The Ribbon

Commands: Buttons, boxes ormenus relating to specific functions within Excel

Tabs: 8 tabs representing common related activities

Groups: Sections containing Related items or tasks

Formula Bar: Shows Excel Formulas

Office 2007 is arranged differently. All menus are located within tabs on a menu bar called the ribbon

Key Tips

Key Tips are shortcuts to tab and menu options on the Ribbon. Push the alt key to show the Key Tips, then push the corresponding letter on the keyboard to activate the Key Tip. New Feature

The Formula tab

The Formula Library: This is a quick reference to all of the different mathematical functions and operations that can be calculated using Excel.The Defined Names group: This feature, used in conjunction with the database and filtering features of Excel, creates cell names for use in database filtering.The Formula Auditing group: This section features options to evaluate and edit complex formulas so that users may locate errors within formulas.The Calculation group: This function determines when formulas are calculated, either automatically (by default) or manually.

The Data tab (Excel)

The Get External Data group: This option replaces the Import External Data function.

The Connections group: Updates and refreshes data imported from external sources.

The Sort and Filter group: Replace the Sort and Filter options on the Tools menu.

The Data Tools group: These tools assist to revise and develop databases.

The Outline group: Displays by consolidating similar or grouped items.

Three options: group, Ungroup, & Subtotal.

Worksheet TermsCell: The intersection of a row and a column.Cell Address: The combination of letters and number that identifies a cell (A1, B3 etc).Cell Notation: Method of writing cell formulas, cell addresses, not cell contents are used when writing mathematical formulas for cells.

Formatting a Spreadsheet

Getting Cells Ready for Data

Formatting CellsClick on “Sheet2”Select cells A1-J7On the Home tab, locate the Font groupClick the arrow to open the Formatting menu

Formatting Cell Font Style

Click on Font tab.Change Font, Font Style, & Size to Arial 12 Bold. Use this feature to set the font for an entire worksheet, or a few cells

Formatting Cell Numeric Functions

Click on the Number tabChoose CurrencyChoose the option to show Negative numbers in red

Format Rows and Columns

Locate Format on the Home tabClick Row Height, and change it to 50 on the on the menu, and click OKAs with rows, choose Format Column Width to adjust column width

AutoFitAutoFit will make columns wide and tall enough for text to fit, no matter how much text is in the cell.Move the mouse to the line in between two columns (A and B)When the mouse becomes this symbol, ( ), double-click

View and Format Multiple Workbooks

Click the Workbook tab ChicagoOn the View tab, locate and click New Window 3 timesClick on the tabs for the worksheets National Sales, Atlanta & Boston 4 worksheets are open

View and Format Multiple Workbooks

Click Arrange All Choose TiledSelect the Windows of active workbook check boxClick OKThis process will also work with multiple workbooks

GETTING RID OF ####Sometimes, after formatting a worksheet numeric data will appear as ####Place the cursor between the cellsWhen the cursor changes to a double-arrow line, ( ) click

Formulas

Math-Excel Style

FormulasThese are the basic rules of formulas.Formula are written in this manner:=cell address + cell addressNote that you add the cells, not the cell content.Note that spaces are not used in formulas!

Formulas and Cell Notation

The Name Box displays the cell name of a selected cellThe Formula Bar shows the formula being entered a cellFormulas can be entered in the formula bar or in a cellFormulas can be copied to the formula barFormulas cam be edited in the formula bar

Formulas

Adding Multiple CellsSelect Cell B8Type =B1+B2+B3+B4 in the formula BarPress ENTER

Sum FunctionSelect Cell C8Type =SUM(C1:C6)Press ENTER

Open the worksheet Formulas

FormulasThe Point and Click method of adding cells

Select Cell E8Type an =Click Cell E1Type +Click Cell F2Type +Click Cell E3Type +Press ENTER

FormulasAuto Average

Select Cells G1–G6Click Selector next to the Auto Sum Icon Σ on the Drop Down menu Choose Average

Formulas

Auto SumOpen and Tile the Boston, Atlanta, Chicago and National Sales Worksheets Click on the tab for New YorkSelect cells B4-B7Click the selector next to the Auto Sum Icon Σ on the Drop Down menuChoose SUM

Formulas for Multiple Worksheets

Open the National Totals Worksheet, and click Cell B7 Type =SUM(Hold down the CTRL Key and Click in Cell B7 of the Chicago WorksheetClick B7 AgainType a + sighRepeat the process for cells B7 in Atlanta, and BostonType a )Look at the total in cell B7 of National Sales

Formulas for Multiple Worksheets

Hold down the Ctrl +` keys at the same time to display a formulaLook at the Formula =SUM(Chicago!B7+‘Atlanta s'!B7+Boston'!B7)The ! Means that the formula spans across worksheets. Formulas may also span across workbooks using the same method, However all of the workbooks must be open

Copy FormulasClick cell B7 in the National WorksheetMove the mouse to the Bottom Right corner, so that it becomes a black + signClick and drag the mouse from B7 to G7The formula copies in each cell

TrendsOpen “Trends”Select Cells A1 & A2Hold the mouse over the bottom right corner until the pointer becomes a thin + signDrag the mouse down to cell A10Repeat the process in column B, Highlighting Cells B1-B5

+

+

+

TrendsSelect Cells A12 & B12Repeat the previous process, but drag across to column G

Date FunctionsOpen the worksheet Dates

In cell B1, Type +TODAY() This calculates today's dateIn cell B3, Type your date of birthIn cell B5, Type =INT((TODAY()-B3)/365) This will give you your age (Don’t Lie)In cell B7 Type =NOW() This calculates the current date and timeCurrent date and time can be calculated on the keyboard:

Date: CTRL+; Time: CTRL+SHIFT+; Both: CTRL+; SPACE, then CTRL+SHIFT+;

Absolute and Relative Cell References

When copying and pasting cell formulas, some cell values may vary each time a formula is copied, while other cell values remain constant during the same copy process.Relative reference refers to cell values that vary as a formula is copied from cell to cell.Absolute Reference refers to cell values that remain constant as a formula is copied from cell to cell An absolute reference is noted by a dollar sign in front of the Row and Column designation of the cell address: $B$5.

Absolute Reference

Open the worksheet AbsoluteHold down the Ctrl +` keys to display the formulas When calculating cell values using absolute references, it is best to use the pointing method. We are going to calculate the future value of cell C5. C5 is the value of cell B5 when a cost increase of 10% is added to the cost of goods sold 10% is the value of cell D24 and is an Absolute Reference

Absolute Reference in a Formula

Click in Cell C5. Type =(Click cell B5Type a + signClick in cell B5 again, Type *Click D24Push the F4 key to set the absolute referenceType ) and EnterThe answer is $8250.00

Financial FunctionsPMT Calculates periodic payments,

i.e. How much will it cost to pay off a car if I finance $$ at 48 months with $$ down?

FV calculates future value, i.e. if I save $$ per month over 40 years, how much money will I have when I retire?

Goal Seek- A command that lets you enter the end result ($$ Payment) and from that determine how much you can spend to get that payment

Payment (PMT)The PMT function requires arguments supplied as cell references

Interest rate per periodTerm of loanAmount of loan (as a negative value)

Payment is equal annual interest rate/12,term (# months or # years x 12),-amount of loan as a negative value.Expressed in CELL NOTATION

PMTOpen the Worksheet CarCalculate the amount financed in cells E4 & F5 Click in cell H4Choose the Formula tab. Locate Financial in the Function LibraryChoose PMT from the list

PMTIn Rate, click cell G4 and type /12 (Interest rate /12 months)

In Nper, click cell H4 (the calculation is for 36 month term, if the term is 3 years, reflect the term by multiplying the cell value by 12. (G4 * 12)

In Pv, click in cell H4 (the value calculated as the price less trade and down payment)

Type a – sign before F4

Click OK

Future Value (FV) Function

Future value of an investment based onconstant periodic paymentsConstant interest rate

There are still 3 ArgumentsAmount at retirement = Future Value, V (rate or return) , -Periodic PaymentExpressed in CELL NOTATION

FV

Open the Worksheet FVClick cell E8. Type =( and click in B2 Express B2 as an Absolute Reference and subtract it from B8, then type )This will calculate the number of years you will contribute to your retirement

FVClick in cell F8Choose the Formula tabLocate Financial in the Function LibraryChoose FV from the list

FVIn Rate, click cell D8In Nper, click cell E8 In PMT, click in cell C8 Type a – sign before C8 Click OKType your age in B6 and $3,000 in cell C6 the value in F6 is $90,972.85

Goal SeekGoal seek will allows you to set the end result in order to determine the input Using the care financing example, I want to know how much I need to receive for my trade-in (D5) to finance $18,000 (F5) (assuming that my down payment Is the same).

Goal SeekIn the Car worksheet, click cell F5On the Data tab, locate What-If AnalysisChoose Goal Seek.

Goal SeekClick In To Value, type 18,000Click in By changing cell, and click in cell D5Click OKThe Goal Seek Status dialogue opensLook in cell D5 for the new value $4,500Click OK

18000

Database

Functions

Sorts, Filters, and Lists

Sort Using Single FieldOpen AddresseesA single field sort will list using a single field. Select Column B, by clicking on it.On the Home tab, locate the editing group and click Sort and FilterClick Sort A to Z

Sort Using Single FieldClick Expand the selectionClick Sort

Sort Using Multiple FieldsIn this sort, the request is to rank the the GPA’s of male and female students, by gender. In Addressees, select cell A1The sort can be accessed from the Home tab by locating the editing group and clicking Custom SortSort may also be accessed by locating the Data tab and clicking Sort in the Sort and Filter group

Sort Using Multiple Fields

Under Column, choose GPAUnder Sort on use ValuesUnder Order select Smallest to Largest

Sort Using Multiple Fields

Click Add LevelUnder Column, choose GPAUnder Sort on use ValuesUnder Order select A to ZClick OK

Sort by Auto FilterSorting by Auto Filter isolates data on the Spreadsheet.In Addresses, click cell A1, then click FilterClick on the toggle menu for the First Name categoryClick Select AllUncheck the box for Carl

Sort by Auto Filter

Carl’s name is isolatedNotice the toggle is shaped like the filter iconClick on the toggle again, and click Clear FilterClick OK, and the full worksheet returns

Sorting with more than one filter

Data can also be filtered from more than one fieldData can be filtered to generate lists of more than, less than, exact match or top tenFor example a list of students with a GPA of 3.2 or higher

Sorting with more than one filter

Click the toggle in the GPA fieldClick Number filtersChoose greater than or equal toA new menu opensType 3.0 in the is greater than fieldClick OK

Database Add-InsExcel offers additional tools for data analysis, currency and statistical analysis. These are easily loaded into ExcelClick the Office ButtonClick Excel OptionsClick Add - insClick Analysis Tool PackClick OKThe Add – in will load

Questions?Terence Peak, M.Ed.Coordinator of Technology TrainingBlackboard Certified TrainerThe University of the Incarnate Word(210) 829-3920tpeak@uiwtx.edu