MS Excel Advancedwwe

7/25/2019 MS Excel Advancedwwe

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Microsoft Advanced Excel trainingnotes

These notes cover the following skills:

• Revision of Foundation and intermediate Level skills

• Using absolute cell referencing

• Al!ing conditional formatting

• Using nested "F statements

• Using the L##$U% function and combo boxes

These notes will allow you build on the skills developed in the Excel foundation andintermediate training notes. The exercise will focus on the development of a grade bookwhich has relevance for all teachers. The advanced training is an opportunity for you to applyskills relevant to your own school/classroom. Excel is an very powerful data analysis softwarepackage and what you can achieve is limited by your own needs in the classroom and tosome extent your imagination!. Good luck

1. efore you begin to work through this section you should already be able to oen"# Excel and set up worksheet as shown below $fig. 1%. "ake sure to format eachcolumn to the appropriate category e.g. name should be formatted as &Text'telephone numbers should be formatted as &Text' to allow you enter a (ero beforeeach number the percentage column as &%ercentage' etc. The spreadsheet you aredeveloping below will allow the teacher to keep track of two tests $) and % andautomatically calculate the percentage and the grade $*istinction "erit +ass or ,ail%.

Figure 1

Three things you need to format once you have entered the data as above-a. #et the title of the grade book to bold and font si(e &' $Arial%.b. Merge cells * to , and label as &Test )' and colour cell greenc. Merge cells G to and label as &Test ' and colour cell orange.d. *raw border as shown in the screenshot $click on Format and then (order and

)hading%



0. ow enter the marks for both test ) and text which each student achieved asshown in the screen shot below.

Figure *

2. To calculate the percentage you need to divide each raw mark by the total marks for each text and work out the percentage. n the previous training sessions you learnthow to enter formulas in a cell and replicate that to other cells in a column. This timewe will use absolute referencing in which the exact address of a cell regardless of the position of the cell that contains the formula is maintained. )n absolute cellreference takes the form 3)31. 4ou will soon understand the advantage of using

absolute references.

5reate another table as shown below which will hold the total marks for test ) andTest $,ig. 2%.

Figure +

http://appendpopup%28this%2C%27ofabsolutecellreference_3%27%29/








6. ow you have to set up the formulas in both the percentage columns to automaticallycalculate the total percentage.

n cells E, enter the following formula - .,/0(0&1 $make sure that you format the column Eto percentage category. #et the number of decimal places to 7%. otice the use of dollar signin the formula which denotes an absolute reference to cell 18. ow replicate the formula to

cover the range E,2E&'3 Reeat to calculate the ercentage for Test ( 4column "53 At theend of this ste6 !ou should have a worksheet which looks like fig '3

Figure '

9. ow you want to automatically work out what the grade each student has obtained basedon the percentage. ,irst you need to set up another table with the grade boundaries for each test as shown in ,ig. 9. oth test ) and have different grade boundaries which willdetermine whether a student achieves a final grade of distinction6 merit6 ass or fail3



Figure 7

. n both the foundation and intermediate training you used the "F function. The "F functiontests the value in a cell and does one thing if the test is true and another if the test is false.

:e will test each percentage against the grade boundary and working out the grade. ,or example for test ) if the percentage is greater than 87; then the student gets a distinction.<nlike the basic , function which tests two conditions= we have to test each condition againstthe three grade boundaries. >ence for this you will learn how to use what is referred to as anested "F statement.

This is the logic. f E, 8 (&96 grade is distinction if E, 8 (*;6 grade is merit "F E, 8 (*&6grade is ass if E, < (*&6 grade is fail3 To construct a formulas you will use a nested ,statement and absolute referencing.

Enter the following formula in cell ,?-"F4E,80(0&96=.istinction=6"F4E,80(0*;6=Merit=6"F4E,80(0*&6=%ass=6=Fail=555

@nce entered you worksheet should worksheet should look like the one below $,ig. %

ow see if you work out what the formula you need to enter in cell ? to calculate the gradesfor Test .

Figure >

13 The use of colour coding in marks book is a good visual aid to see the performance of thewhole class and give a snapshot impression of progress made. 4ou can use conditionalformatting to make cells stand out if they meet certain criteria. ,or example you may want tocolour all distinction grades as green and all fail grades as red.

To achieve this highlight all the cells to which you want to apply conditional formatting in oneblock by dragging across cells ,? to ,16 as shown below $,ig. 8%.



Figure 1

ext click on Format and ?onditional Formatting3 ?hoose e@ual to from the dropAdown listand set the value to .istinction as shown on Fig3 ,

Figure ,

5lick on Format and click on the attern tab to set the ?ell shading to green. $,ig. B53

Figure 9

To set a second conditional format repeat click in Add and choose eCual to from the dropAdown list and set the value to Fail $,ig. 17%

Figure &;



Depeat the cell shading to red and your conditional formatting box should appear as shownin ,ig. 11.

Figure &&

@nce you click @ the worksheet should now appear as shown below $,ig. 10%

Figure &*

ow set the conditional formatting for Test as done for Test ). 4our final worksheet shouldappear as below $,ig. 12%



Figure &+

?. Fets revisit and see the advantage of absolute referencing and setting up a separate tablefor grade boundaries. Fets say that you as a teacher decided to change the gradesboundaries for both Text ) and . ts simple as all you have to do is change the values in therades boundaries table. )ll the rest is automatically generated. 5hange the gradesboundaries and to the values as below and you should get a worksheet similar to the oneshown below $,ig. 16%. otice the change in colour of grades as defined by conditional

formatting.



Figure &'

B. ow its time to do something really exciting with the grade book you have created. 4ouwant to set up another worksheet and create a user friendly interface to retrieve information

from the grade book you have Hust created. ,irst click on the sheet * of your Excel :orkbookand enter data as shown below $fig. 19%

Figure &7

17. The next step is to create a ?ombo box to select a name of a student whose details youwant to bring up in the page. ,or this click on Biew and Forms $fig. 1%



Figure &>

#elect a ?ombo box from the ,orms toolbar and draw a 5ombo box $fig. 18%.

Figure &1

Right click on the ?ombo box and click on Format and ?ontrol tab to see a window asshown in fig. 1?



Figure &,

n the "nut Range (ox enter the range of the table $on sheet 1% which contains all thenames. >owever note that you are entering the range in worksheet 0 but linking to the tableon worksheet 1 hence the notation as below.

#heet1!33?-3316 $#heet1! dentifies the link and 33?-3316 is the range with absolutereferencing%.

ext choose a cell link which will be used to provide a link between the worksheet 1 andinformation to be retrieved into the form created in worksheet 0.

n cell link enter 3E36 and click on @ $fig 1B%

Figure &9



@nce this is completed you should be able to click on the 5ombo box and see the list of allthe names of the students. otice that when a name is selected a cell link value appears incells E6 which corresponds to the student number $the left most column of the table%.

Figure *;

11. @nce a name has been selected from the drop down list you want the grades for Test )Test and telephone details to automatically appear. To do this you will use an Excel lookupfunction called BL##$U%. This function is used to retrieve information stored in a table andwhen the desired value is stored elsewhere on the workbook.

The IF@@<+ has the following arguments-IF@@<+ $lookupJvalue tableJarray colJindexJnum%

lookupJvalue- The value to be found in a column which in this example is in cell E6tableJarray- The table of information in which the data is looked up.colJindexJnum- the numeric position of the column that is being searched.

Enter the IF@@<+ function in cell 5 as follows- KIF@@<+$E6#heet1!)?-16%.

Enter the IF@@<+ function in cell 5? as follows- KIF@@<+$E6#heet1!)?-16B%

Enter the IF@@<+ function in cell 517 as follows- KIF@@<+$E6#heet1!)?-162%

:hen you choose ,a(al as the student whose details you want brought up the followinginformation should appear as shown below $fig.01%

Figure *&



10. ,ormatting the final screen. nsert a colour for the complete worksheet by selecting a partof worksheet and choosing a colour $fig. 00%

Figure **

ext you want to make the cell link value in E6 invisible. 4ou can do this by making it thesame colour as the background.

12. )dd an image to the page to enhance the design by clicking on nsert and picture from file$fig. 02%

Figure *+

This concludes the )dvanced Fevel training module for "# Excel. "# Excel providesteachers with a powerful tool for managing budgets registers and other records $such as test



results% and also enables both teachers and students to process and present data in a fastand convenient way whether in "athematics or in subHects such as #ocial #ciences wherelarge amounts of data $such as census information trade figures or climate statistics% need tobe analysed. t also allows one to manage and retrieve data in a very efficient manner.

MS Excel Advancedwwe

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