Excel Features That Would Help You Prepare Class Result

Excel Features

That Would Help You Prepare Class Result

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What is it: This material is developed to help DE candidate use Excel program to prepare class result.

Target audience: Anyone who have basic knowledge of spreadsheets.

Duration: 3 - 4 hours to walk through the explanations and give everyone a chance to actually practice.

INTRODUCTORY NOTE

Developed by Tandin Penjor, Lecturer, Samtse College of Education

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1. Cells

2. Moving around a spreadsheet with Ctrl, Shift, and Arrow keys

3. Relative, absolute and mixed reference

4. Ranges and Union

5. Formula

6. Function

7. SUM function

TERMS AND FUNCTION


8. AVERAGE function

9. AND and OR functions

10 COUNT and COUNTIF functions

11. ROUND function

12. IF function

13. MAX and MIN function

14. RANK function


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A spreadsheet is the computer equivalent of a paper ledger sheet which consists of a grid made from columns and rows

Spreadsheet - cells

Spreadsheets are made up of •Columns (are lettered A to Z and then continue with AA, AB, AC and so on)•Rows ( are numbered 1 to 1,048,576)•and their intersections are called cells

In the figure, the cell selected is D14


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Moving around the spreadsheet

You can move around the spreadsheet in number of ways

F5 – “Go To” key

To go to J31.Press F5. The Go To dialog box

opens.2.Type J3 in the Reference field.3.Press Enter. Excel moves to cell J3.

You can get the same on pressing ctrl + G


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Moving around…… continued

The Name Box

You can also use the Name box to go to a specific cell. Just type the cell you want to go to in the Name box and then press Enter

To go to cell K15

1. Type K15 in the name box2.Press Enter. Excel moves to

cell K15.

Name box


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References

With relative cell addressing, when you copy a formula from one area of the worksheet to another, Excel records the position of the cell relative to the cell that originally contained the formula.

e.g. A12, B12

With absolute cell addressing, when you copy a formula from one area of the worksheet to another, Excel references the same cells, no matter where you copy the formula.

e.g. $A$12, $B$12

You can use mixed cell addressing to keep the row constant while the column changes, or vice versa e.g. $A12, A$12

F4 key toggles through the different address


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Range & Union reference

A range reference refers to all the cells between and including the reference. A range reference consists of two cell addresses separated by a colon.

reference A1:B3 includes cells A1, A2, A3, B1, B2, B3

A union reference includes two or more references. A union reference consists of two or more numbers, range references, or cell addresses separated by a comma.

reference A7,B8:B10,C9,10 refers to cells A7, B8 to B10, C9 and the number 10.


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Formula

Formulas are equations that perform calculations on values in your worksheet.

A formula starts with an equal sign (=).

A formula can also contain any or all of the following: functions , references, operators , and constants

(1) Function

(2) Reference

(4) Constant

(3) Operator


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Operator and Constant

operators A sign or symbol that specifies the type of calculation to perform within an expression.

There are mathematical, comparison, logical, and reference operators.

constant: A value that is not calculated and, therefore, does not change. e.g. 210

^ Exponent / Div * Multipy + Add - Sub

These operator have a precedence given by BEDMAS


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Functions

A prewritten formula that takes a value or values, performs an operation, and returns a value or values.

Values that function takes are arguments.

Use functions to simplify and shorten formulas on a worksheet, especially those that perform lengthy or complex calculations.

Function_name(arguments)

e.g. SUM() AVERAGE()MAX() MIN()COUNT() COUNTIF()AND() OR() IF() RANK()


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SUM() function

Adds all the numbers in a range of cells.

SUM(number1,number2, ...)

Number1, number2, ... are 1 to 255 arguments for which you want the total value or sum.

SUM(C2:G2)

Calculates the total marks obtained by Pema

.


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AVERAGE() function

Returns the average (arithmetic mean) of the arguments.

AVERAGE(number1,number2,..)

Number1, number2, ... are 1 to 255 numeric arguments for which you want the average.

AVERAGE(C2:G2)

calculates the average marks of Pema

.


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AND() function

Returns TRUE if all its arguments are TRUE; returns FALSE if one or more argument is FALSE.

AND(logical1,logical2, ...)

Logical conditions can be either TRUE or FALSE.

AND(C2<40, D2<40)checks whether Pema is failing in both ENG and DZO. If he failing, it return TRUEOtherwise, it will return FALSE

.


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OR() function

Returns TRUE if any argument are TRUE; returns FALSE if all the argument are FALSE.

AND(logical1,logical2, ...)

OR(C2<40, D2<40)checks whether Pema is failing in ENG or in DZO. If he failing one of the two, it return TRUEIf he not failing in any , it return FALSE

.


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COUNT() function

This function counts the number of numeric entries in a list. It will ignore blanks, text and errors. COUNT(Range1,Range2,... Range255)

COUNT(A2:A6)

Counts the cells from A2 to A6 with Numeric entries and returns the count


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COUNTIF() function

Counts the number of cells within a range that meet the given criteria.

COUNTIF(range, criteria)Criteria is the criteria in the form of a number, expression, cell reference, or text that defines which cells will be counted.

COUNTIF(C2:C6, “<40”)returns number of student scoring < 40 in DZO

COUNTIF(D2:D6, “>78”)returns number of student scoring >78 in ENG


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ROUND() function

Rounds a number to a specified number of digits.

ROUND(number, num_digits)Number is the number you want to round.Num_digits specifies the number of digits to which you want to round number.

ROUND(I2, 0) rounds 49.6 to 0 digits after decimal and returns 50

What would the following return?

ROUND(I2, -1) ROUND(I2, -2)


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IF() function

Returns one value if a condition you specify evaluates to TRUE and another value if it evaluates to FALSE.Use IF to conduct conditional tests on values and formulas.

IF(logicaltest, valueiftrue, valueiffalse)

If(C2<40, “Fail in DZO”, “Pass in DZO”)checks if mark in DZO < 40, if TRUE it returns Fail in DZO otherwise it returns Pass in DZO

Note: we can also use a function inside a Function. In this case, it is called NESTING


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MAX() & MIN() function

Returns the largest value in a set of values.

MAX(number1,number2,...)Number1, number2, ... are 1 to 255 numbers for which you want to find the maximum value.

MAX(C2:C6)calculates the maximum marks obtained inDZO

MIN(D2:D6)calculates the maximum marks obtained inENG


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RANK() function

Returns the rank of a number in a list of numbers. You can also find the position of the student in a class provided you exclude the failed ones from the reference.

RANK(number, ref, order)

Number is the number whose rank you want to find.Ref is an array of, or a reference to, a list of numbers. Nonnumeric values in ref are ignored.Order is a number specifying how to rank number. If order is 0 (zero) or omitted, list sorted in descending order. If order is any nonzero value, list sorted in ascending order.


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RANK() function

RANK(I2, $I$2:$I$6, 0)

ranks the number in I2 from the list I2 to I6 and assign the lowest rank to the largest number.

RANK(I2, $I$2:$I$6, 1)

ranks the number in I2 from the list I2 to I6 and assign the lowest rank to the lowest number.


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Excel Features That Would Help You Prepare Class Result

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