Intermediate/Advanced Excel Functionality. IRAP Professional Development Workshop Series Zak Buschbach Summer 2015

Transcription

1 Intermediate/Advanced Excel Functionality IRAP Professional Development Workshop Series Zak Buschbach Summer 2015

2 Links for Today Dataset for today: Shortcut guide:

3 Locking Cell References with $ When auto-filling formulas, you may want to lock cell references, rather than allowing the references to update dynamically Relative vs. Absolute Cell References Relative: (A2) Absolute: ($A$2) Relative Column/Absolute Row: (A$2) Absolute Column/Relative Row: ($A2)

4 AutoSum Multiple columns can be AutoSummed/Averaged/etc. For example, use this to make a subtotals row

5 Nesting Formulas Nesting formulas is crucial to many of the most powerful things you can do in Excel

6 Defining Ranges A range is any set of two or cells While ranges can be referenced by the cells that they are composed of (A2:A101) (A:A) (A2:B101) etc, naming ranges allows for simpler formulas and less repetition

7 Select the range you want to define Give the range a name by clicking the Name Box, entering a name, and hitting Enter/Return

8 Defining Ranges Once a range is defined, you can reference the range by its name instead of the set of cells in any formula For example, in a VLOOKUP OLD NEW

9 Ranking Formulas =SMALL, =LARGE, =RANK =SMALL nth smallest element in a range (range, n) =LARGE nth largest element in a range (range, n) =RANK the rank of x in a range (number, range, ascending/descending)

10 ROUNDING Three ways to round =ROUND standard rounding =ROUNDUP round up if partials should count as wholes =ROUNDDOWN round down if partials should not be counted =ROUND (cell, # of decimal places)

11 Workday Calculations =WORKDAYS Start Date, Number of Workdays Until Deadline, Holiday Array Gives deadline =NETWORKDAYS Start Date, End Date, Holiday Array Gives number of workdays

12 DOB to Age This lengthy formula will take dates of birth and output a text string of the age Uses =NOW() which outputs the current date and time in Excel-readable format

13 Practical DOB to Age Application Nest the DOB to Age calculation in an IF formula to return a live updating of-age text response

14 IF FORMULAS

15 IF Formulas =IF() =IFERROR ()

16 AVERAGE/IF/S AVERAGE and AVERAGEIF/AVERAGEIFS take the arithmetic mean In this example, AVERAGEIFS is used to only take the mean of nonzero amounts of money earned on campus

17 SUMIF SUMIF adds cells that meet a criterion Example: Add up the money made by those who made more than $100 Compare to SUM all money made on-campus

18 SUMIFS Set multiple conditions for adding cells Example: Sum of all money made by Greek students making over $100 on campus

19 COUNTIF COUNTIF Counts the number cells in the range that meet the condition

20 COUNTIFS COUNTIFS does multiple conditions for counting cells For example: Count up the number of Greek Athletes in the dataset

21 TEXT FORMULAS

22 =LEN Length of a text string =LEN() Produces the length of the string in the indicated cell

23 Combine =LEN with =IF Not Nested Uses a helper column Nested no helper column necessary Rule: Name tags can t be longer than 15 characters Is the name too long?

24 A more complex nested IF and LEN formula that uses & and produces two different results Rule: Concatenate the first and last name, abbreviating the last name only if the full name (including space) is over 12 characters

25 PROPER =PROPER() Capitalizes the first letter of each word from the source cell Useful for when the formatting of your source database is all or partially lowercase

26 PROPER with CONCATENATE

27 TRIM and LEFT/RIGHT/MID =TRIM() Removes extra spaces, leaving one between each word Particularly useful if there are extra spaces at the end of some of your strings, which can cause problems in matching data =Left/Right/Mid() =LEFT(cell reference, number of leftmost characters to return) =RIGHT(cell reference, number of rightmost characters to return) =MID(cell reference, starting position, length of characters to return)

28 Index/Match A more flexible VLOOKUP VLOOKUP is great but limited in only being able to lookup values in the left-most column of the source table INDEX(MATCH()) overcomes this obstacle, but is more complex to employ Recall: VLOOKUP(thing to lookup, table to look in, column to return, sorted?) INDEX(column to return, MATCH(thing to lookup, where to look,0)) Example: First define Name & SAT columns as defined ranges of names and sats Goal: Find out the name of the person who got a 2090 SAT score (assume everyone got unique scores for this example otherwise the first such person will always be returned by VLOOKUP or INDEX/MATCH

29 Array Functions Array formulas can accomplish a number of things They are a way to eliminate helper columns CTRL+SHIFT+ENTER When you enter an array function, you must enter this key combination

30 Formula Checking with Show Formulas Ctrl + ` Show Formulas

31 Slicers Slicers allow you to filter multiple PivotTables on a single variable, with one click

32 Slicers Continued Choose the filter variable and the PivotTables to connect to the slicer

33 Slicers Continued Three Pivots with a connected Slicer no filter applied

34 Slicers Continued All three Pivots recalculate when a slicer option is chosen

35 Go To > Special Ctrl + G

36 Applying Go To Special to Clean-up Data A common application of Go to Special Take data from the web that is poorly formatted and turn it into a usable Excel spreadsheet In this example, USNWR Top 50 Liberal Arts College data (link)

37 USNWR Example What it looks like when you paste it into Excel:

38 USNWR Example Paste Values and Clean-up Numbering Scheme

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43 Tables and Charts In-text charts Sparklines =REPT(,x) Examples of good and bad charts

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