Handouts Excel

8/12/2019 Handouts Excel

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CentreforDevelopmentofTeachingandLearning(CDTL)

NationalUniversityofSingapore

email: [email protected]

FormulasandFunctionswithExcel

KiruthikaRagupathiPrincipalEducationalTechnologist


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TABLE OF CONTENTS

Introduction................................................................................................................4

ExploringtheExcelWorkspace....................................................................................4

NavigatingtheWorkbook............................................................................................4

SettingupData............................................................................................................6

Insertinganewcolumnorrow..................................................................................................6

Formattingtheworksheet.........................................................................................................6

VerifyingData..............................................................................................................7

Formulas

and

Functions

...............................................................................................

8

Constructingaformula..............................................................................................................8

Insertingafunction..................................................................................................................10

BuiltinFunctions.....................................................................................................................11

MathematicalCalculations........................................................................................13

ConditionalCalculations............................................................................................16

Cuttingup&PiecingtogetherTextStringsusingTextfunctions................................17

UsingLookuptables/References.............................................................................18

PivotTables...............................................................................................................20

CreateaPivotTablefromworksheetdata...............................................................................20

Statisticalfunctions...................................................................................................21

BasicStatisticalbuiltinfunctions............................................................................................21

Linearregressionfunctions......................................................................................................23

StatisticalAnalysis.....................................................................................................24

UsingtheAnalysisToolPak......................................................................................................24

DescriptiveStatistics................................................................................................................25

MoreInformation......................................................................................................27


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3 FormulasandFunctionswithExcelKiruthikaRagupathi,email:[email protected]

Synopsis

Needtoperformcomplexcalculationsanddataanalysis?Theusageofformulasandfunctionsiswhat

givesanExcelspreadsheetmuchofitspower.Thisworkshopexplorestheformulaandfunctionsthat

are useful for computing andmanaging data. This course beginswithmathematical principles and

moveson

to

basic

formula

construction.

Participants

will

learn

about

mathematical

functions,

statistical

functions,conditionalcalculations,and lookuptables. Inaddition,theuseofAnalysisToolPakwillbe

discussedaidinginthegenerationofdescriptivestatisticsandregression.

Objectives

Bytheendofthisworkshop,participantsshouldbeableto:

Setupandverifydata Understandthemathematical orderofoperationsusedbyExcel Usetheappropriatetypeofcellreference Constructbasicformulas Usestatisticalfunctions Performconditionalcalculations UseAnalysisToolpak


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Introduction

Microsoft Excel hasmany capabilities thatmake it suitable for use as a datamanagement tool. It

providesmultiple features fororganisingandmanagingdata,soyoucanensurethatdata isentered

correctlyand

calculations

and

formulas

are

valid.

Dataorganisationfeaturesenableyouto:

sortandfilterdata, summariseandgroupdata,and outlinedatasothatyoucanfocusonthekeypartsofyourdata.

Validationfeaturesareveryimportantformaintainingaccuraterecordsandtoensurethat

thedataiscorrect, itisenteredintheproperformat,and formulasareworkingcorrectly,

Excelmakes

use

of

formulas

(mathematical

expressions

that

you

create)

and

functions

(mathematical

expressionsthatarealreadyavailableinExcel)todynamicallycalculateresultsfromthedataavailable

inyourworksheets.

ExploringtheExcelWorkspace

Letusstartwithanoverviewofthemostimportantelementsofthecommandarea.

1. Use theOfficeButton toopennewor savedworkbooks, save,printor closeworkbooksormanageExceloptions.

2. YoucansetupacustomQuickAccesstoolbarontheupperleftcornerofthescreen.Youcanplacethemostcommonlyusedcommandshere.

3. TheRibbon issplit intotabswherethecommandsareorganised into logicalgroups.EachtabcorrespondstothevarioustoolbarsusedinthepreviousversionsofExcel.

4. AnExcelhelpfunctionasaquestionmarkiconontheouterrightoftheRibbon.NavigatingtheWorkbook

Thissectionexplainshowtonavigateaspreadsheettoeditandformatcells.Theconceptscaneasilybe

applied toearlyversionsofExcel;menu locationsmaydifferbutcommandsare thesame.Thecore

document

of

Excel

is

a

workbook.

An

Excel

workbook

can

hold

any

number

of

sheets.

Several

worksheetscanbesavedtogethertoformaworkbook.Themaintypesofsheetsare:

Worksheets Chartsheets

Atanyonetime,onlyonesheetisactiveinaworkbook.Eachspreadsheetisgriddedintocolumnsand

rows.Columnsaredenotedusing letters,androwsaredenotedbynumbers.Cellsarereferencedby

theircolumnandrow.Forexample,thecellintheupper lefthandcornerofthespreadsheetiscalled

A1,foritisincolumnAandrow1.


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Belowisapictureofablankworkbookanddescriptionsofthemorefrequentlyuseditems.

Creatinganewworkbook

StartanewworkbookbyclickingtheOfficeButtonandselectingNew.IntheNewWorkbookwindow,

clickBlankworkbook.WhenyoustartExcel,ablankworksheetopens.

Selectingcells

Editindividual

cells

by

clicking

on

them.

Click

acell

and

drag

the

mouse

pointer

to

select

arange

of

cells.

You can also select entire rows and columns by clicking on the number or letter heading of that

alignment.Toselectnonadjacentcells,holddowntheCTRLkey,andthenclickthecellsthatyouwant.

Addingdatamanually

To enter data manually into the spreadsheet, double click on the cell you want to edit. Notice that

whateveryoutypeappearsinboththecellandthecelleditoratthetop.Whenyouarefinishedtyping,

pressEnter.

Addinganewworksheet

ClicktheInsertWorksheettabatthebottomofthescreen.

Toinsert

anew

worksheet

in

front

of

an

existing

worksheet,

select

that

worksheet

and

then,

on

the

Hometab,intheCellsgroup,clickInsert,andthenclickInsertSheet.Youcanalsorightclickthetabof

anexistingworksheet,andthenclickInsert.OntheGeneraltab,clickWorksheet,andthenclickOK.

Renamingtheworksheet

DoubleclicktheNametab;whenthedefaultnameisselected,typethenewname.Youcanalsoright

clickontheNameTabandchooseRenametotype inthenewname.Eachworksheetcanbecolour

coded,assettingdifferentcolorsishelpfulwhenyouhavealargenumberofworksheetsinaworkbook.

TosetthecoloroftheWorksheettabs,rightclickonthetabandselectanewcolor.

InsertWorksheet


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Navigating

Tochangetheactivecell,usethearrowkeys,PageUporPageDownkeys,orusethemousetoclicka

newcellordragthescrollbars.

Embeddingchartsandpictures

TocreateanewchartinExcel,ontheInsertmenu,fromtheChartsgroup,choosethecharttypeyou

prefer.Toinsertanotherfile,suchasaclipart,pictureorascannedimage,fromtheInserttab,under

theIllustrations

group,

choose

Picture

or

Clipart.

SettingupData

Touseaspreadsheetefficiently,ithelpstoorganisethedatasothatitiseasytoread.Whengrading,

columnsaretypicallyused foreachassessment item,whereasrowsareused forthe individuals.The

firstrowwillbeusedforthecolumntitlesandthefirstcolumnwillbeusedfortheserialnumber.You

canusethesecondrowtoindicatethemaximumpossiblescoreforeachoftheassessmentitem.

Insertinganewcolumnorrow

Theprocessforinsertingrowsandcolumns issimilar.To insertacolumn,clicktheheaderwhereyou

wantto

add

anew

column

or

row.

On

the

header,

right

click

and

in

the

drop

down

context

menu,

selectInsert.

YoumayalsousetheInsertbuttontoaddnewcolumnsfound intheHometab,

Cellsgroup.Whenyou insertacolumnorrow,contentfound incolumnswillbe

movedtotheright,andcontentinrowswillbemoveddown.

Formattingtheworksheet

Theformattingofacellreferstoboththewayitisstyled(stylisticformatting)andthewayitfunctions

(numeric formatting). Formatting includes display characteristics such as font, size, alignment, style,

color,aswellasthetypeofdatathatthecellcontains.For instance,acellcanbeformattedtotreat

anydata

entered

as

amonetary

amount

and

display

only

whole

dollar

amounts.

Stylistic

formatting

optionsmakeyourworksheetmoreattractiveandeasiertoread.

Appearance

Formatting the appearance

of cells, rows, and columns

can be done with buttons in

theHomeribbonorbyright

clickingandchoosingoptions

from Format menu. To

formatcells,selecttheHome

ribbon then select the

column,

row,

group

or

thecellsthatyouwanttoformat.

Then, select the formatting

optionsyoudesire.

AnewformattingconceptcalledthedocumentthemeshasbeenintroducedinExcel2007andcanbefoundinthePageLayoutTab.Theseallowyoutosetmanyformattingoptionsatonce.

DataTypes


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UsingtheExcelOptions,andintheCustomizesection,chooseAllCommands. ThenscrolldowntoselecttheSpeakCellscommand ClickAddandclickOK.AndthisoptionisnowavailableforuseintheQuickAccesstoolbar. Each time, you want to use a texttospeech command, choose the icon , from the Quick

AccessToolbar.

FormulasandFunctions

FormulasaretherealpowerofanExcelspreadsheet.Aformulausesstandardmathematicalsymbols

tooperateoncelladdressesand/ornumbers.Aformulacanbeacombinationofvalues(numbersor

cell references) and mathematical operators into an algebraic expression. Mathematical operators

includethefollowingsymbols:

+ foraddition

forsubtraction

* formultiplication

/ fordivision

%

forpercentage

^ forexponentiation(power)

Inadditionyoucanuseparenthesesanddecimalpoints,whereneeded.

Constructingaformula

ExcelrequiresthatEVERYformulabeginwithanequalsign(=).Ifyoujusttypewithoutthissymbol,Exceltreatstheentryastext.

Tostartenteringaformulainacell,clickinthatcellandthentypetheformula.TypeEnterorTabtomovetothenextcellwhenyouhavefinishedenteringtheformula.

Formulascontainingnumberswillproduceresultsthatwillnotchange.e.g.,theformula=200*7always

produces

the

result

1400.

However,aformulathatcontainscellreferencesproducesaresultthatmaychangedependingon

thedatainthecell.e.g.,theformula= C2+D2willproducearesultbasedonthedataincellsC2andD2.

Toviewtheformulasthatarecontainedinyourworksheet,pressCTRLand`(theapostrophekey)together. Repeattohidetheformulasandshowthevalues.

All formulas follow the standardmathematicalorderof operations whencalculating the results.e.g.,theformula= A2 + B2 * C2willadddataincellA2withthemultipliedproductofB2andC2.

Ifapartoftheformulaisinparenthesis,thenthatpartwillbecalculatedfirst. Afterexpressionsintheparentheses,ExcelwillcalculateyourformulausingtheMathoperatorsin

thefollowingorder:Multiplication,Division,AdditionandSubtraction.


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6. Forexample,tofindtheaverageofthevaluesinthecellsA2toA10youcoulddothisseveralways:

= ( A2 + A3 + A4 + A5) / 4

= SUM ( A2, A3, A4, A5) / 4

= SUM ( A2: A5) / 4

= AVERAGE ( A2, A3, A4, A5)

= AVERAGE ( A2: A5)

These formulaswouldallgivethesameresult ifallthecellscontainedvaluesbuttheeasiest

onetotype isprobablythebottomone. It isalsosafertousetheAVERAGE functionasthat

calculateshowmanyvaluesthereareintherangeyouselect,using=SUM(A2:A5)/4wouldlead

toanerror ifoneofthosecellswas intentionallyablankrowasyoumayonlyhave3actual

valuesinthatrange.

Insertingafunction

Afunctionisapredefined/prewrittenformulathattakesavalueorvalues,performsanoperationona

range of cells you select, and returns a value or values. Functions are used to simplify and shorten

formulason

aworksheet,

especially

those

that

perform

lengthy

or

complex

calculations.

Excel

refers

to

eachrangeofcellsinthefunctionasanargument.Forcomplexcalculations, itmightbenecessaryto

useasmanyas3to4arguments.

1. Selectthecellwhereyouwouldliketheaveragescoretoappear.2. FromtheFormulastab,chooseInsertFunction.

3. Or,youcouldalsoclickontheFunctionbutton, found just before the

formulabartouseanyofExcelspreset

functions.

4. TheInsertFunctiondialogboxappears.5. Under Select a function, choose from

therangeoffunctionsavailable.

6. For example, choose theSUM functionandclickOK.


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7. TheFunctionArgumentsdialogboxasshownbelowappears.8. ForexampleletusconsidertheSUMfunctionthataddsallthenumbersinarangeofcells.

9.

Under

the

Number1

type

the

range

of

cells

that

you

want

to

use

or

you

can

also

drag

the

mousetoselecttherangeofcellstobeincludedasthefunctionsargumentsandclickOk.

10.Theformularesultisdisplayedonthewindowforyouasapreview.

BuiltinFunctions

Excelhasavarietyofbuiltinfunctionsthatcanbeaccessedusing

theFormulaWizard.

1. Clickinthecellwhereyouwanttheresultoftheformulatobeplaced. Nowclickonthe=signintheformulabar.

2.

Click

on

the

drop

down

arrow

to

the

left

of

the

formula

bartoselectthefunctionyouwishtouse.

3. ClickontheMoreFunctions...optionatthebottomofthelisttodisplayawindowshowingallthe

availablefunctions.

4. Whenyouhaveselectedthefunction,theInsertFunctiondialogboxopenstohelp

youcompletetheargumentsafterthe

functionsothatExcelcalculatestheright

result.

5. Wheneachfunctionisselectedashortdescription

of

the

function

and

the

type

of

argumentstobeusedisdisplayedinthe

dialogbox.

6. ForafunctionliketheSUMSQfunctionyouneedtoselectarangeofcells(C2:F2inthis

case)toaddtogetherthesumsofthe

squaresoftheargumentschosen.


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SUM=SUM(A1,B6,G6) willreturnthesumofthevaluesincellsA1,B6andG6

=SUM(A1:A23) willreturnthesumofthevaluesincellsA1toA23

=SUM(A1:A23,F3:F34) willreturnthesumofthevaluesincellsA1toA23plusthesumof

thevaluesincellsF3 toF34

Forexample,

if

you

would

require

ayearly

summary

report,

you

want

to

sum

the

values

in

cells

B2

of

eachofthemonthlysheets.Youhavenamedyoursheets"Jan","Feb",etc.Thentocalculate,key in

thefollowingformula:=Jan!B2+Feb!B2+Mar!B2...+Dec!B2

Youcanalsowritethisasfollows:=SUM(Jan:Dec!B2)

SUMIF

ThegeneralformatfortheSUMIFformulaisasfollows:

=SUMIF(rangewherethecriteriaistobeapplied,criteria,sumwhat).

A B C D

1

Date

Country

Name

Amount

2 05/01/2011 IN Lim 2

3 06/01/2011 SG Peter 6

4 07/01/2011 US Lim 8

5 05/01/2011 AU Peter 3

6 06/01/2011 DE Lim 4

7 07/01/2011 CN Peter 6

Example1: SumthevaluesofthecellsD2toD7,onlyiftheyaregreaterthan5

=SUMIF(D2:D7,">5",D2:D7);Resultshouldbe20.

Example2:

Sum

the

values

of

the

cells

D2

to

D7

ifthe

value

in

cells

C2

to

C7

is

Lim

or

equivalent

to

thevalueincellC2.

=SUMIF(C2:C7,"Lim" ,D2:D7);Resultshouldbe14.

or=SUMIF(C2:C7,C2 ,D2:D7)

SUMPRODUCT

Let'ssaythatyouhaveaseriesofquantities incellsA1toA5andaseriesofunitprices inB1toB5.

WithSUMPRODUCTyoucancalculatetotalsaleswiththisformula:=SUMPRODUCT(A1:A5,B1:B5)

BasicallySUMPRODUCTsumsA1multipliedbyB1plusA2multipliedbyB2andsoon.Butyoucould

alsoapplyspecificconditionstoit.

=SUMPRODUCT(A1:A5,B1:B5, (C1:C5="Lim")*1)

SUBTOTAL

WhentheFilterDataisused,thentheSUBTOTALfunctionisaveryusefulandinterestingfunction.The

function SUBTOTAL allows to count, to sum or to calculate the average of filtered elements of a

database.


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Thefunctionrequirestwoarguments:

the first is a number between 1 and 11 that specifies the operation to be executed: 1(forAVERAGE); 2(for COUNT); 3(for COUNTA); 4(for MAX); 5(for MIN); 6(for PRODUCT); 7(for

STDEV);8(forSTDEVP);9(forSUM);10(forVAR);11(forVARP).

thesecondistherangecoveredbythefunctionandHence,ifyouwantthesumofB2:45,thenusethefollowing:

=SUBTOTAL(9,B2:B45)

Roundingupthedecimals

Whenyouspecify inthe formatofacell thatyouwantonly2decimalsExcelshowsonly2decimals

(roundingup)BUTyoushouldnotethatstillusesallthedecimals.Forexample,ifincellA1youentered

2.1456andusea2decimalformat,youwillsee2.15.NowifincellB1youwritetheformula=A1and

make the format "General"youwill see still see2.1456.Hence, functions like INT,TRUNC,ROUND,

ROUNDUPandROUNDDOWNwillenableyoutouseaspecificnumberofdecimalsinyourcalculations.

TRUNC

The TRUNC function does the same as the INT or ROUNDDOWN functions. The TRUNC function

removesdecimalswithoutrounding.Ifyouhave2.2or2.7incellA1=TRUNC (A1,0)willreturn2.

Interestinglyenough if youhave12345 inB1usingaminus sign in the second argumentofTRUNC

=TRUNC(B1,-3)will

return

(12,000).

This

is

very

useful

when

you

don't

want

to

show

the

hundreds,

thetensandunitsinareport.

ROUND

Thisfunctionremovesdecimalsroundingupthelastdecimalifthenextoneis5orover.Soifyouhave

4.126incellA1andusetheformula=ROUND(A1,2) theresultwillbe4.13ifthevalueinA1is4.123

theresultwillbe4.12.

ABS

=ABS(A1)willreturn5ifincellA1youhave5or5.Thisfunctionremovesthesign.

MOD

Themodulo

is

the

remainder

left

after

adivision.

=MOD(32,6)

is2becauseyouhave5times6in30andtheremainderis2.

SQRTandPOWER

Toextractthesquarerootofanumberyouwilluseaformulalike:

=SQRT(16)thatwillresultin4because4multipliedby4is16or

=SQRT(A1) thatwillalsoresultin4 ifthevalueincellA1is16.

There isnospecificExcelfunctiontoextractthecubicrootoranyotherroot,butcanbeachievedby

usingPOWERfunction.Youcanraiseanumbertoapower(multiplyingitbyitselfacertainnumberof

timeswiththisfunction.Hence:

=POWER(4,2)will

result

in

16

(4

times

4)

or

=POWER(A1,2)willalsoresultin16 ifthevalueincellA1is4.

=POWER(A1,1/2)willgivethesquarerootofthevalueincellA1

=POWER(A1,1/3)willgivethecubicrootofthevalueincellA1


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ConditionalCalculations

Excel has several logical functions that allow you to test cells and perform different operations

dependingontheircontents.

IF()function

TheIF()functionenablesyoutospecifytwodifferentcalculationsbasedonacertaincondition:

=IF(condition,calculationifconditionistrue,calculationifconditionisfalse)

Iftheconditionspecified inthefirstargument istrue,Excelperformsthecalculationspecified inthe

secondargument,otherwiseExcelcalculatesthethirdargument.

Inthefigurebelow,supposeyouhaveanexperimentaltestresultsthatallowsyoutotakeaadditional

value4.Specifically,iftheexperimentalvalue3ishighertheadditionalvaluetaken,thentheadjusted

valuewillbetheaverageofvalue3andtheadditionalvalue3.Iftheadditionalvalueisnothigherthan

the value 3, then their adjusted value score is their actual Test value 3. The IF( ) function below

performsthiscalculationtoadjustthescoreforthecellsincolumnF.

= IF(E2>D2, (D2+E2)/2, D2)or= IF(D2>E2, D2, (D2+E2)/2)

A B C D E F G

1 Value1 Value2 Value3Additional

Value 3

Adjusted

Value

Final

Value

2 Iteration1 88 73 82 80 82 81

3 Iteration2 52 70 64 70 67 63

4 Iteration3 87 73 82 80 82 81

5 Iteration4 76 74 78 80 79 76

Thefirst

argument,

E2>D2,

tests

whether

the

value

3is

better

than

the

additional

value

3.

If

the

conditionistrue,thesecondcalculationisperformed(theaverageofthetwovalues,(E2+D2)/2).Ifthe

conditionisfalse,theadjustedvalueissimplytheactualvalue3,D2inthiscase.

AND()andOR()functions

TospecifymultipleconditionswithinanIF()function,useExcel'sAND()andOR()functions.

=AND(condition1,condition2,...conditionn)

=OR(condition1,condition2,...conditionn)

AND( ) returns the value of TRUE if all its conditions are true, and returns FALSE otherwise.OR( )

returnsTRUEifatleastoneofthespecifiedconditionsistrue.

Note:ISBLANK(

)function

tests

whether

acertain

cell

is

blank.

This

function

returns

TRUE

ifthe

cell

is

blankandFALSEifitsnot.


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Themodifiedformulawouldthenbe:

=IF(AND(D2>E2,NOT(ISBLANK(D2))),D2 , (D2+E2)/2)

The firstargumentofthe IF( ) function isaAND( ) functionthattestsbothconditions, Improvement

Test 3 is greater than Test 3 and Test 3 isnot blank. If both conditions are true, then the second

calculationisperformed,elsethecalculationinthethirdargumentisperformed.

Cuttingup&PiecingtogetherTextStringsusingTextfunctions

Function WhatitDoes

CONCATENATEJoinstogethertwoormoretextstrings=CONCATENATE(A2,B2)

LEFT

Returnsaspecifiednumberofcharactersfromthestart

ofasuppliedtextstring=LEFT(C2,8)

MID

Returnsaspecifiednumberofcharactersfromthemiddle

ofasuppliedtextstring

=MID(A2,2,2)

RIGHT

Returnsaspecifiednumberofcharactersfromtheendof

asuppliedtextstring=RIGHT(A2,3)

REPT

Returnsastringconsistingofasuppliedtextstring,

repeatedaspecifiednumberoftimes=REPT(A2,3)

LENReturnsthelengthofasuppliedtextstring=LEN(A2)

EXACT

Testsiftwosuppliedtextstringsareexactlythesameand

ifso,returnsTRUE;Otherwise,returnsFALSE.=EXACT(A2,F2)

MATCH Returns

the

relative

position

of

an

item

in

an

array

that

matchesthespecifiedvalueinaspecifiedorder.=MATCH(D2,$D$2:D2,0)


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1. IntheLookup_value(first)argumentbox,selectcellA4(thevalueforwhichthecalculation ismade).

2. SelecttheTable_array (second)argumentbox;usetheseparatetablethathasbeencreatedearlier. In our example, the lookup table is in 'PartsList'!A2:D11. Look up table has been

created intheworksheetnamedPartsListand is inthecolumnsA2toD11.Nowadjustthe

formulasuchthatthetablearraybecomesanabsolutereference,'PartsList'!$A$2:$D$11.

3. In theCol_Index_num (third) argument box, type in the number of the column in thedatatable. A Col_index_num of 1 returns the value in the 1st column in table_array; a

Col_index_num of 2 returns the value in the 2nd column in table_array and so on. In this

example,weareusingthe2nd

column,hencethevalueis2

4. Range_lookupcanbeeithera0or1,elseyoucoulduseTRUEorFALSE. Ifanexactmatch isneeded,choose0orTRUE.Bydefault,itissetasTRUE.

5. Hence,thelookupfunctiontogetdetailsofaparticularpartnumberwillbe:=VLOOKUP(A4,Lookup!$A$2:$D$11,2,TRUE)

6. Checkiftheresultisasexpected,andthenclickOK.


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PivotTables

ThePivottablesinExcelareveryusefulandpowerfulfeatureandcanbeusedtosummarize,analyse,

exploreandpresentyourdatawithease.

PivotTablereportisespeciallydesignedfor:

Queryinglargeamountsofdata Subtotalling and aggregating numeric data, i.e., summarising data by categories andsubcategories,andcreatingcustomcalculationsandformulas. Expandingandcollapsinglevelsofdatatofocusyourresults,anddrillingdowntodetailsfrom

thesummarydataforareasofinteresttoyou.

Transposingdatamovingrowstocolumnsorcolumnstorows(or"pivoting")toseedifferentsummariesofthesourcedata.

Filtering,sorting,grouping,andconditionallyformattingthemostusefulandinterestingsubsetofdatatoenableyoutofocusontheinformationthatyouwant,withouthavingtowriteany

formulas

Presentingconcise,attractive,andannotatedonlineorprintedreports.

CreateaPivotTable

from

worksheet

data

WhenyoucreateaPivotTablereportfromworksheetdata,thatdatabecomesthesourcedataforthe

PivotTablereport.

1. Selecttherangeofcellsthatcontainsthedataalongwithcolumnheadings.2. OntheInserttab,intheTablesgroup,clickPivotTable.3. TheCreatePivotTabledialogboxisopen.

4. UnderChoose thedata thatyouwanttoanalyze,makesurethatSelecta tableorrange isselected,andthenintheTable/Rangebox,makesuretherangeofcellsthatyouwanttouseis

listed.

5. UnderChoosewhereyouwant thePivotTable report tobeplaced, choose either theNewWorksheetorExistingWorksheetandclickOK.


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MEDIAN(range) Returnsthenumberinthemiddleofarangeofdata

MODE(range)Returnsthemostfrequentlyoccurringorrepetitivevalue

inarangeofdata

COUNT(range) Countshowmanynumbersareinarangeofdata

COUNTA(range) Countshowmanyvaluesareinarangeofdata

MAX(range)

Returnsthe

maximum

value

of

arange

MIN(range) Returnstheminimumvalueofarange

LARGE(range,n) Returnsthekthlargestvalueinadataset

SMALL(range,n) Returnsthekthsmallestvalueinadataset

WewillusethefamiliarexampleofaclassgradestoillustratetheuseofsomeofthemorebasicExcel

functions,likeAVERAGE(),MODE()ANDMAX().Assumeaclasssgradedistributionisasfollows:3,0,

4,4,4,2,4,1,4,0,3,3,1,1,3,4,2,4,0,3,3,1,3.Thesegradesarebasedona4pointscalewith4=A

and0=F.UsingtheAVERAGE( ) function,we find theclass's average (orarithmeticmean)grade is a

disappointing 2.48, or a midC. The syntax for this common function is =AVERAGE(number1,

number2,

...).

However,

we

don't

get

a

clear

picture

of

the

classs

performance

by

simply

looking

at

its

average.WecanfurtheranalyzethedatausingtheMEDIAN()function.Themediangivesthemiddle

numberinasetofnumbersanditssyntaxis=MEDIAN(number1,number2,...).Whenthemediangrade

iscalculated,itis3.0,meaningthathalfofthegradesarehigherthan3.0,andhalfarelower.Therefore,

despitethelowclassaverage,morestudentsscored3'sand4'sthan2's,1'sand0's.

Additionally,wecanalsoanalyzethegradedistributionbyusingtheMODE()function.Themodegives

the most frequently occurring value of a set of numbers and its syntax is =MODE(number1,

number2,...).Excel'sbuiltinfunctionstodeterminethenumberofgradesentered,andthemaximum

andminimumgradesofthedistribution.

AVERAGEandAVERAGEA

ThedifferencebetweenAVERAGEandAVERAGEAbecomesevidentwhenoneofthecellscontainsa

textORASPACEanddon'tforgettheSPACE.AcellcontainingaspaceisNOTempty.

COUNTandCOUNTA

IfyouwanttocountthenumberofcellsthatarenotblankCOUNTandCOUNTAwillreturnadifferent

resultifinoneofthecellsthereisatextoraspace

=COUNT(B2:B7)willreturn6isonlynumbersarepresentincellsB2toB7and5ifthereisaletter,

anemptycellORASPACEinoneofthecells.

=COUNTA(B2:B7) will return 6 unless one of the cells is empty. If all the cells contain numbers,

lettersORSPACEStheresultwillbe6.


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LARGEandSMALL

TheMAXandMINfunctionswouldgivethelargestandsmallestvaluefromalistofvalues.Butwhatif

you want the second or third largest value or the second smallest value, use LARGE and SMALL

functionsasfollows:=LARGE(A1:A5,2), =LARGE(A1:A5,3), =SMALL(A1:A5,2)

Asamatter

of

factsyou

can

also

get

the

MIN

and

MAX

values

using

these

functions.

=LARGE(A1:A5,1), =SMALL(A1:A5,1)

Linearregressionfunctions

Excel has some builtin functions that allow a method for determining the slope, yintercept,

correlationcoefficient,andRsquaredvaluesofasetofdata.ThefunctionsareSLOPE(),INTERCEPT(),

andCORREL(). These functionsareeasierand faster tocomputethanplotting thedata.However,a

visualgraphshowstrendsinthedatabetterthananyothertool.

Function WhatitDoes

SLOPE Returnstheslopeoftheregressionlinethroughthegiven

datapoints

=SLOPE(ycellrange,xcellrange)=SLOPE(C2:C6,A2:A6)

INTERCEPT Calculates thepointatwhicha linewill intersect they

axis using a bestfit regression line plotted through the

knownxvaluesandyvalues

=INTERCEPT(ycellrange,xcellrange)=INTERCEPT(C2:C6,A2:A6)

CORREL Returnthecorrelationcoefficientbetweentwodatasets.

=CORREL(ycellrange,xcellrange)

Ifwe

consider

the

example

of

acar

in

motion

that

is

coming

to

astop

and

are

required

to

determine

its

accelerationand initialvelocity.Then,wecandeterminethecar'saccelerationand its initialvelocity

withthehelpoftheSLOPE()andINTERCEPT()functions.Hence,theyaxisvaluesrepresentthesquare

ofthecar'svelocityandthexaxisvaluesrepresentthecarspositionordistancetravelled.Inorderto

findtheacceleration,wedividetheslopeby2andtofindtheinitialvelocity,wetakethesquarerootof

theyintercept.

Distancetravelled

(inm)

Velocity

(inm/s)

SquareofVelocity

inm2/s2

2.00 6.90 47.61

4.00 6.00 36.00

6.00 4.90 24.01

8.00

3.40

11.56

10.00 0.00 0.00

TheCORREL()functioncanthenbeusedtoensurethatthedatadisplaysalineartrend.Itisalwaysa

good ideatoplotthedataaswellasusethesestatisticsfunctionsbecausesometimestrendsarenot

obvious.Additionally,aplotofthedataallowsustovisualizethedataandgrossblundersanderrant

datapointsareeasilydetected.


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STDEV

For error analysis, we use the STDEV function. When we carry out a number of repetitive

measurementsofonequantity,wefindtheaveragevalue.Thisdoesnothowevertellusanythingof

theprecisionofourmeasurement.Thestandarddeviationofthemeasuredvalueswillgiveameasure

oftheprecision.Toquicklydeterminethestandarddeviationofanymeasurement,useExcel'sbuiltin

STDEV()function.=STDEV(A2:A6)

StatisticalAnalysis

MicrosoftExcelhasnumerousAddinfeaturesthatsupportstatisticalanalysis.Statisticaldataanalysis

in Excel is not recommended for analysing datasetswith a large sample size or a large number of

variables,performingadvanced statisticalanalyses,or forprojects inwhichanumberofprocedures

needtobeperformed. Excel isausefultool foransweringbasicanalysis.Theprimaryreasontouse

Excelforstatisticaldataanalysisisbecauseitissowidelyavailable.

ThereareanumberofdisadvantagesworthconsideringbeforeusingExcelforstatisticalanalysis:

Missingvaluesarehandledinconsistently,andsometimesincorrectly. Datahastobeorganiseddifferentlyaccordingtotheanalysisyouwishtoperform. Mostanalysescanonlybedoneononecolumnatatime.Thismakesitinconvenienttodothe

sameanalysisonmanycolumns.

Thereisnologorrecordofhowananalysiswasaccomplished. Italsolacksmanyimportantfeaturesforadvancedanalyses.

UsingtheAnalysisToolPak

Two

specific

tools

are

useful

in

generating

descriptive

statistics

and

histograms

of

grade

distributions.

Toaccessthesefeatures,theAnalysisToolPakmustbeloaded.

Checktosee iftheDataAnalysiscommand isavailable intheAnalysisgroupontheDatatab. Ifthe

DataAnalysismenuisavailable,thenitindicatesthattheAnalysisToolPakisalreadyloaded.

Ifthemenuisnotvisible,then

1. ChooseAddInsfromtheExcelOptionsfoundthroughtheMicrosoftOfficeButton.


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2. IntheManagedropdownmenu,selectExcelAddins,andclickGo.

3. IntheAddInsavailablebox,selecttheAnalysisToolPakcheckbox,andthenclickOK.4. IfyougetpromptedthattheAnalysisToolPakisnotcurrentlyinstalledonyourcomputer,click

Yestoinstallit.

5. A configuration progress screen for Microsoft Office appears and once completed, theDataAnalysismenushouldappearontheDatamenuintheAnalysisgroup.

DescriptiveStatistics

Thequickestwaytogetmeanandstandarddeviation foranentiregroup isbyusingtheDescriptive

Statistics in theDataAnalysis tools.Thisgenerates simpledescriptivestatistics likeaverage,median,


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andstandarddeviationforacollectionofdata.YoucanchooseseveraladjacentcolumnsfortheInput

Rangeandeachcolumnisanalysedseparately.Thelabelsinthefirstrowareusedtolabeltheoutput,

andtheemptycellsareignored.Iftherearemorenonadjacentcolumnstobeanalysed,thenonehas

to repeat the process for each group of adjacent columns. The procedure is straightforward, can

managemanycolumnsreasonablyefficiently,andemptycellsaretreatedproperly.Togeneratethese

statistics,

1. FromtheDatamenuintheAnalysisgroup,selectDataAnalysis.

2. TheDataAnalysisdialogboxopens.

3. IntheDataAnalysisdialogbox,chooseDescriptiveStatistics.4. IntheDescriptiveStatisticsdialogbox(seebelow),specifythecellsthatcontainyourdata in

theInputRangebox.SelecttheSummaryStatisticscheckboxinthelowerleftcorner.

5. Bydefault,thestatisticsisgeneratedonanewworksheet.Ifyouwantthestatisticstoappearonthesameworksheet,clicktheOutputRangebuttonandspecifyadestinationcell forthe

statistics.Youcanalsospecifyanameforthenewworksheet.


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27 Formulas and Functions with Excel

SampleoutputfromtheDescriptiveStatisticstoolappearsasshowninthetablebelow.

MeasuredValuesMean 343.491

StandardError 0.666719

Median

344Mode 344

StandardDeviation 2.981658

SampleVariance 8.890283

Kurtosis 1.775491

Skewness 1.22725

Range 12.17

Minimum 335.53

Maximum 347.7

Sum 6869.82

Count 20

Largest(1)

347.7Smallest(1) 335.53

ConfidenceLevel(95.0%) 1.395459

Note:

Skewness isameasureofsymmetry,ormoreprecisely, the lackofsymmetry.Adistribution, ordataset, is symmetric if it

looksthesametotheleftandrightofthecenterpoint.Kurtosisisameasureofwhetherthedataarepeakedorflatrelativeto

anormaldistribution.

MoreInformation

ExcelHelp

ExcelhasaHelpsystembuilt intothesoftware.Youcanclickon atanytimeandbrowsethrough

thetopicsforyourspecifictopicorcansearchforitusingthesearchoption.Togethelpwithaspecific

procedure,clickontheHelponthisfunctionintheDialogboxfortheprocedureyouwouldliketorun.

Officeonline

MicrosoftalsooffersaverycomprehensiveonlinehelpattheMicrosoftoffice Help forExcel2007,

http://office.microsoft.com/enus/excel/FX100646951033.aspx?CTT=96&Origin=CL100570551033

Handouts Excel

Documents

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