microsoft excel 2007 – level 2

Copyright 2007, Paradigm Publishing Inc.

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LINKS TO OBJECTIVES• Naming Ranges

• Functions

• COUNT, COUNTA, COUNTIF, COUNTIFS

• AVERAGEIF, AVERAGEIFS

• SUMIF, SUMIFS

• Managing Range Names

• Lookup Functions

• PPMT, PV, NPV

• Logical Functions

• PROPER, UPPER, LOWER, SUBSTITUTE

• Features Summary

Microsoft Excel 2007 – Level 2

ADVANCED FUNCTIONS AND FORMULAS


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Performance Objectives

• Use named ranges in formulas• Use functions COUNTA, COUNTIF,

COUNTIFS• Use functions AVERAGEIF, AVERAGEIFS• Use functions SUMIF, SUMIFS• Delete a range name• Look up data using the lookup functions

VLOOKUP and HLOOKUP• Analyze financial data using PPMT, PV and

NPV• Use conditional logic functions IF, AND, OR,

NOT, and IFERROR• Modify text using the text functions PROPER,

UPPER, LOWER and SUBSTITUTE


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Naming a RangeNaming a Range

• Assigning a name to a range of cells allows you to reference a range of cells by a descriptive label

• A name should describe the range of cells for example, January_Sales

• Names can be a combination of letters, numbers, underscore characters or periods up to 255 characters

• The first character must be a letter, an underscore or a backslash (\)

• Spaces are not allowed, use underscore character or period to separate the words

• A valid cell address cannot become a range name

• Range names are not case sensitive


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Naming a Range…/2Naming a Range…/2

Select the cell orrange of cellsto be named

Click the Name box,type the name, and press Enter

ORClick

Type name and

Click OK


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Using a Named Range in a Formula

Range names can be used in formulas instead of the references

to the cells

Using a range name in a formula makes the formula easier to

understand


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Understanding Functions

• A function is a built-in formula• Functions perform complex mathematical,

financial, data-manipulation, and logical operations

• Functions include:1. The name of the function2. One or more arguments - (the data

needed to perform the calculations or data manipulations, enclosed in parentheses)

3. No spacebars unless part of a text string4. Text strings must be enclosed in

quotations=function(argument1, argument2, etc.)


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Entering a Function

OR

Functions can be keyed directly into a cell

Functions can be entered using the Insert Function button on the formula bar

OR Click and choose the desired formula


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Insert Function Dialog Box

Search fora function by

typing a query

OR

Select a category and

click the function

A description of thecurrently selected

function is displayed


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Function Arguments Dialog Box

Entering arguments for the function …

If an argumentname is bold, datamust be entered

in its box

The resultof the formula

will display

Click to select cellsin the worksheet

Function Arguments return box appears and is filled in as you select cells Click to

return

Click for Help


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Statistical Functions

Excel's statistical functions are used on

ranges of data


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Using the COUNT and COUNTA Functions

Counts the number of cells containingtext or a combination of text and

numbers in a given range

=COUNTA(range)

Counts the number of cells containing numbers in a given range

=COUNT(range)


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Using the COUNT Function

Make desired cell for result active

Click Insert Function button

Change category to Statistical

Select ‘COUNT’, Click OK


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Using the COUNTA Function

Make desired cell for result active



Select COUNTA, Click OK


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COUNT and COUNTA Functions.../2

=COUNTA(D8:D24) returns the correct

result 17

=COUNT(D8:D24) returns the incorrect result 0


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Using the COUNTIF Function

Counts the number of cells in a given range that meet a specific

condition

=COUNTIF(range,criteria)

The range of cellsto be counted

The condition thatmust be met in order

for that cell tobe counted

can be a number, anexpression, or text


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Using the COUNTIF Function…/2

Make desired cell active



Select COUNTIF, Click OK


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Using the COUNTIF Function…/3

Found 4 cells in the range A6:A20 that contained the word

‘Pathfinder’

Enter range name or address

Type criteria

Click OK


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Using the COUNTIFS Function

Counts the number of cells in a given range that meet multiple criteria

=COUNTIFS(range1,criteria1, range2,criteria2)

The range of cells to be counted

The conditions that must be met


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Using the COUNTIFS Function…/2

COUNTIFS formula

Multiple ranges

and criteria

to count

Result of formula


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Using AVERAGEIF and AVERAGEIFS Functions

Finds the Average within a specified range that meets a single criterion

=AVERAGEIF(range, criteria,average_range)

Finds the Average of cells with multiple criteria

=AVERAGEIFS(average_range1, criteria1,average_range,range2,criteria2,average_range)

First range of cells to be

tested

Conditions that must be met

First Range containing values to

be averaged

Second set of arguments


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Using the AVERAGEIF Function




Select AVERAGEIF Click OK


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Using the AVERAGEIF Function…/2

Returns the average of those cells that meet

the criteria

Enter range to be tested

Type criteria

Click OK

Enter range to be

averaged


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Using the AVERAGEIFS Function


Click Insert function button


Select AVERAGEIFS Click OK


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Using the AVERAGEIFs Function…/2

Can enter up to 127 ranges and criteria; scroll to enter

more

Enter range address or

range name

Enter range to scanand the criteria to

meet

Click OK

Enter next range and condition


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Math and Trig Functions

Excel includes many math and

trigonometric functions to perform a

wide variety of calculations


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Using the SUMIF Function

Calculate the total of only those cells that meet a given condition

or criteria

=SUMIF(range,criteria,sum_range)

the range of cellsto be evaluated the condition or

criteria the cell is tomeet to be

included in the sum- can be a number, an

expression, or text

the range ofcells

to sum


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Using the SUMIF Function…/2

Add only those commissions on sales greater than or equal to $40,000


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Using the SUMIFS Function

Calculate the total of only those cells that meet multiple conditions

or criteria

=SUMIFS(sum_range,criteria_range1,criteria1,criteria_range2,criteria2,…)

the range of cellsto be evaluated the condition or

criteria the cell is tomeet to be

included in the sum

the range ofcells

to sum


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Managing Range Names

Click

Create a new name

Select a name,

then click to make changes or delete

it


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Lookup and Reference Functions

Excel's Lookup and Reference functions

provide a way to extract information

from a list


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Using the VLOOKUP Function

Search for a value in the leftmost column of a table and return a value from a different

column, from the same row as the value found

=VLOOKUP(lookup_value,table_array,col_index_num[,range_lookup])

the value to look up in the first column

ofthe tablethe lookup table or range of

informationthe column number in the table that contains

the value to be returnedFalse for an exact matchTrue is default

Brackets [ ] indicate an optional argument


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Using the VLOOKUP Function…/2

Use an absolute reference if youenter a cell address

and plan to copy the formula

This function scans down the first column for

the largest value that is less than or equal to thelookup value

Table’s first column must be

inascending order


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Using the HLOOKUP Function

Search for a value in the top row of a table and return a value from a different row, from the same column as the value found

=HLOOKUP(lookup_value,table_array,row_index_num[,range_lookup])

the value to look up in the first row of

the tablethe lookup table or

range of information

the row number in the table that contains the

value to be returnedFalse for an exact match

Brackets [ ] indicate an optional argument


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Using the HLOOKUP Function…/2

Same as VLookup,

except that the table is set up so the scan is

horizontal from left to right

Table’s first row must be in

ascending order,left to right


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Financial Functions

Excel includes many financial functions

used for calculating loan details,

annuities, and investment analyses


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Arguments Used in Financial Functions

Present value – PV - the current value of amounts to be received or paid in the future discounted at some interest rate OR the amount that must be invested today at some interest rate to accumulate to some specified future value

Number of periods – NPer - the number of payments that will be made to an investment or loan

Payment – PMT - the amount paid or collected for each period

Future value – Fv - the value of a loan or investment at the end of all the periods

Rate - the interest rate being charged or paid

Type - payments can either be made in arrears (at the end of each period) or in advance


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Using the PMT Function

Calculate the periodic payment of a loan based on constant payments and

a constant interest rate

=PMT(rate,nper,pv)

interest rateper payment

period

total numberof paymentsto be made

present valueof the

amountborrowed


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Using the PMT Function…/2

annual rate ofinterest must be

divided by 12for monthlypayments

the number of years

times 12 months(5 x 12 = 60)

cash you pay outis representedby a negative

number


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Using the PPMT Function

Calculate that portion of a loan payment used to reduce the principal, based on periodic,

constant payments, and a constant interest rate

=PPMT(rate,per,nper,pv,fv,type)

interest rateper payment

periodtotal numberof paymentsto be made

present valueof the amount

borrowed

period for which the principal

payment is made

balance at the end of the loan

- usually 0

in arrears or in advance


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Using the PPMT Function…/2

annual rate ofinterest must be

divided by 12for monthlypayments

the number of years

times 12 months(5 x 12 = 60)amount of money

borrowed

period of payment

balance at theend of the loan

-0 if blank


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PMT and PPMT Examples

Compare two loans …

=PMT(C4/12,C5*12,C6)

=PPMT(C4/12,1,C5*12,C6)

=PMT(E4/12,E5*12,E6)

=PPMT(E4/12,1,E5*12,E6)


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Using the PV Function

Calculate the present value that the total of a series of constant future payment amounts is worth today, assuming a

constant interest rate over the life of the annuity

=PV(rate,nper,pmt,fv,type)

interest rateper period


paymentmade each

periodfuturevalue

in arrearsor in

advance


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Using the PV Function…/2

functions may includecell references

the Formula bar displays the functionas it is being entered


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Using the NPV Function

Calculate the value of an investment today using a discount rate and

incorporating a series of cash inflows or outflows related to the investment

=NPV(rate,nper,pmt,fv,type)

interest rateper period


paymentmade each

periodfuturevalue

in arrearsor in

advance


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Using the NPV Function…/2

the Formula bar displays the function entered


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Logical Functions

Excel's logical functions perform

logical tests to return a result, based on

whether a condition is true or false


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Using the IF Function

Set up a conditional statement to test data

=IF(logical_test,value_if_true,value_if_false)

condition that can be

evaluated asbeing true or

false

thatreturned if

the logical testis true

thatreturned if

the logical testis false


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Using the IF Function…/2

You may enter values or cell references

calculate commission, based on the Commission code


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IF Function Operators

ComparisonOperator

No spaces in functions

Less than <

Greater than >

Less than or equal to < =

Greater than or equal to > =

Equal to =

Not equal to < >

All conditions must be True AND

At least one condition is True OR

True becomes False, False becomes true

NOT


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Examples of IF Functions

=if(C6="FT","Salaried","Part-Time")=if(D6>50000,“High",“Low")

=if(and(C6=“FT”,D6>50000),“Bonus",“")

Simple conditions:

Must be both full-time and make over $50,000:

=if(or(C6=“FT”,D6>50000),“Bonus",“")

May either be full-time or make over $50,000:

=if(not(C6=“FT”),“Bonus",“")Must not be full-time:

Shows nothing if false


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Using the IFERROR Function

Use to trap errors in formulas and return a message or value

=IFERROR(value, value_if_error)

value, cell

reference, or

formula

message to display, value,

cell reference,or formula

=IFERROR(A2/B2, "Error in calculation")If A2 or B2 contain invalid numbers,

message will display


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Text Functions

Excel's text functions can be used to format

or modify text


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Text Functions

=proper(“annual report”)

=proper(A3)

=upper(“annual report”)

Capitalize the first letter of each word:

Convert text to uppercase:

=substitute(A3,”Annual”,”2010”)Insert new text in place of old:

C3 shows cell A3’s text, capitalized

C3 shows Annual Report

C3 shows ANNUAL REPORT

=lower(“ANNUAL REPORT”)Convert text to lowercase: C3 shows

annual report

cell A3 contains Annual Report

A3 contains text, each example typed into C3

C3 shows 2010 Report


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How do you name a range?

select the cell or range of cells

to be named

click the Name box,

type the name, and

press Enter

Features Summary


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Features Summary

OR

Type the function directly into the cell, starting with the equal sign =

Use the Insert Function button on the formula bar

OR

How do you enter a function into a cell?

Click and choose the desired formula


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How do you change a range name?

Click the Name Manager button in the Formulas tab

Features Summary


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What is the difference between the functions COUNT, COUNTA, COUNTIF, and COUNTIFS?

COUNT counts cells that contain numbersCOUNTA counts cells with either text

or numbersCOUNTIF counts cells in a range,

based on a single conditionCOUNTIFS counts cells in a range,

based on multiple conditions

Features Summary


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How must you set up a table of lookup values for the VLOOKUP function ?

Leftmost column must contain values in ascending order, top to bottom

It is advisable to create a range name for the table to simplify entering thearguments for the function

Features Summary


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How must you set up a table of lookup values for the HLOOKUP function ?

Top row must contain values in ascending order, left to right

It is advisable to create a range name for the table to simplify entering thearguments for the function

Features Summary


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Coming Next

WORKING WITH TABLES AND DATA FEATURES

microsoft excel 2007 – level 2

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