Data Analytics Using MS Excel

December 16 MS Excel 2007 Manager - Rajesh Math 1
MS Excel Training
For Business Managers/Working Professionals
Rajesh Math


Introduction
Rajesh Math
 Freelance Corporate Trainer
 Currently Director Adroit IT Network Solutions specializing in Financial
applications
 MS(CS),Boston University,USA
 MBA(Systems) from Pune University
 19 years ITES/KPO experience delivering IT solutions(13 years in US)
 4 years Management /ITES Training


MS Excel History
 Spreadsheet Program – organize your data into lists and then
summarize , compare and present your data graphically.
 Microsoft Excel (full name Microsoft Office Excel) is a spreadsheet-
application written and distributed by Microsoft for Microsoft Windows
and Mac OS X. It features calculation, graphing tools, pivot tables and a
macro programming language called VBA. It has been the most widely
used spreadsheet application available for these platforms since version 5
in 1993 Excel is part of Microsoft Office.


What is Excel ?
 It allows users to input data into cells included in a grid made of rows and
columns. The user can introduce functions and, referring to the cells by its name
(formed by the letter or combinations of letters that identifies the column and the
number that identifies the row), can display the result in that cell. The result will
change dynamically if the content of the included cells changes.
 Each file produced by Excel is called a book. Each book can contain several
sheets, with different names . Each cell can contain a different piece of
information, and can be referred by its unique name.
 A spreadsheet is a table used to store various types of data. The data is arranged
in rows and columns to make it easier to store, organize, and analyze the
information. A spreadsheet application is a computer program such as Excel,
Lotus 1-2-3, OpenOffice Calc, or Google Spreadsheets. It has a number of built
in features and tools, such as functions, formulas, charts, and data analysis tools
that make it easier to work with large amounts of data.


Why Excel ?
 Excel, as you probably know, is the world’s most widely-used spreadsheet
program, and is part of the Microsoft Office suite. Other spreadsheet programs
are available, but Excel is by far the most popular and has become the world
standard.
 Much of the appeal of Excel is due to the fact that it’s so versatile. Excel’s forte,
of course, is performing numerical calculations, but Excel is also very useful for
non-numerical applications. Here are just a few of the uses for Excel:
 Number crunching: Create budgets, analyze survey results, and perform just about
any type of financial analysis you can think of.
 Creating charts: Create a wide variety of highly customizable charts.
 Organizing lists: Use the row-and-column layout to store lists efficiently.
 Accessing other data: Import data from a wide variety of sources.
 Creating graphics and diagrams: Use Shapes and the new SmartArt to create
professional-looking diagrams.
 Automating complex tasks: Perform a tedious task with a single mouse click with
Excel’s macro capabilities.


MS Excel Screen Terms


Excel 2007 v/s Excel 2010


MS Excel Worksheet Movement Keys


Online Help


Excel Tips-Tricks
When working with large workbooks in which all of the worksheet tabs are
not visible, you may get frustrated with scrolling to find the sheet you need.
Here's a really quick tip to pass on. Right-click on any of the tab-scrolling
buttons (to the left of the sheet tabs) and select the tab you want by clicking
on the name.
1.Faster Way to Access Any Worksheets
2.Add color to sheet tabs
On the Format menu, point to Sheet, and then click
Tab Color. You can also right-click on the sheet tab and
then click Tab Color.
Click on the color you want and click OK.


Excel Tips-Tricks
Here's a quick tip to access menus using the keyboard.
Instead of selecting an option from menu using an mouse you can select it
using a combination of ALT key and the key shown below. These keys are
displayed on pressing an ALT Key e.g. Alt-M will take me to formulas
3 Alt Activated Menus


Excel Tips-Tricks
4.Add Time and Date to Printed Spreadsheets
If printouts of multiple versions of your Microsoft Excel 2007 spreadsheets
get distributed amongst officemates, it can prove cumbersome to determine
who has the latest version of a spreadsheet. This can be especially troubling if
office workers make copies of copies of your spreadsheet so others can make
suggestions, thus you may not know which version a particular person has.
1. Select Page-Layout -> Print Titles->Header/footer
2. The "Page Setup" multi-tabbed dialog box appears, with the
"Header / Footer" tab selected. Either click the "Custom Header" or
"Custom Footer" button.
3. A "Header" or "Footer" dialog box appears. Click on which
section of the header or footer you want the date and or time to
appear, either the left, center, or right section.


Excel Tips-Tricks
On the Insert menu, click Symbol. Note In the Symbol dialog box, on the
Symbols tab, in the Font box, click Wingdings.
Scroll to the bottom of the list, where you will find several symbols.
Double-click the symbol that you want.
5. Insert a symbol by using the Symbol command


Excel Templates
 A Template is essentially a model that serves as the basis for more usage.
An Excel template is a workbook that’s used to create other workbooks.


Using Excel Standard Templates
 To create a workbook based on a template, just select the template
 What you do next depends on the template. Every template is different,
but most online templates are self-explanatory.
 Some workbooks require customization. Just replace the generic
information with your own information.


Custom Template(s)
 A custom template is essentially a normal workbook, and it can use any Excel feature, such
as charts, formulas and macros. Usually, a template is set up so that the user can enter
values and get immediate results. In other words, most templates include everything but
the data, which is entered by the user.
 Excel supports three types of templates, which I discuss in the following sections:
1. The default workbook template: Used as the basis for new workbooks.
2. The default worksheet template: Used as the basis for new worksheets inserted into a
workbook.
3. Custom workbook templates: Usually, these ready-to-run workbooks include formulas,
but they can be as simple or as complex as you like. Typically, these templates are set up
so that a user can simply plug in values and get immediate results. The Microsoft Office
Online templates are examples of this type of template.


Handson #1
 Use the invoice template available to create an invoice for ABC Pvt. Ltd
All Formats should be DD/MM/YYYY for Date and Currency as INR
 Create a template of Your Weekly Timesheet Report from an template
online.
 Make a custom template with VAT and CST Tax calculations


Handson #1


Absolute / Relative References
 An absolute reference uses two dollar signs in its address: one for the
column letter and one for the row number (for example, $A$5). Excel
also allows mixed references in which only one of the address parts is
absolute (for example, $A4 or A$4).
 By default, Excel creates relative cell references in formulas. The
distinction becomes apparent when you copy a formula to another cell.
When you copy a formula, you have the choice of making it relative or absolute. Relative
references adjust to location. Absolute references remain constant regardless of location.


Handson #2
 Use the Ex02AbsRelativeFormulae to calculate the cost of items ordered
and installation cost to calculate the net amount

Item No Item Name Rate Qty Gross Amount Amt+Installation
1 Cable 100 1
2 Software 500 2
3 Mouse 450 2
4 Keyboard 500 4
5 Monitor 7000 5
6 16 Monitor 6000 6
7 17 Monitor 6000 2
8 19Monitor 6000 1
Standard Installation Cost(Per Unit) 300

Introducing the Ribbon


Ribbon : Tips
Always keep the ribbon minimized
Click Customize Quick Access Toolbar .
In the list, click Minimize the Ribbon.
To use the ribbon while it is minimized, click the tab you want to use, and
then click the option or command you want to use

Ribbon
 The commands available in the Ribbon vary, depending upon which tab is selected. The Ribbon is
arranged into groups of related commands. Here’s a quick overview of Excel’s tabs.
 Home: You’ll probably spend most of your time with the Home tab selected. This tab contains the basic Clipboard
commands, formatting commands, style commands, commands to insert and delete rows or columns, plus an assortment
of worksheet editing commands
 Insert: Select this tab when you need to insert something in a worksheet—a table, a diagram, a chart, a symbol, and so
on.
 Page Layout: This tab contains commands that affect the overall appearance of your worksheet, including settings that
deal with printing.
 Formulas: Use this tab to insert a formula, name a range, access the formula auditing tools, or control how Excel
performs calculations.
 Data: Excel’s data-related commands are on this tab.
 Review: This tab contains tools to check spelling, translate words, add comments, or protect sheets.
 View: The View tab contains commands that control various aspects of how a sheet is viewed.Some commands on this
tab are also available in the status bar.
 Developer: This tab isn’t visible by default. It contains commands that are useful for programmers. To display the
Developer tab, choose Office ➪ Excel Options and then select Popular. Place a check mark next to Show Developer Tab
In The Ribbon.
 Add-Ins: This tab is visible only if you’ve loaded a workbook or add-in that customizes the menu or toolbars. Because
menus and toolbars are no longer available in Excel 2007, these customizations appear in the Add-Ins tab.


 Data Table : Instead of entering formulas and variables individually, to
compare results, you can set up a Data Table, with one or two variables.
Data Tables are one of Excel's "What If Analysis" features.
 Compare Results in a Data Table
With the PMT function, you are able to calculate the monthly payment for a
loan, based on an interest rate, number of periods and the amount of the
loan. If you adjust the rate, periods or amount, the formula result
changes, so you can see the effect of these different variables.
Instead of testing the results with a single formula, you can set up a data table,
and compare the results, side-by-side. In this tutorial, you'll set up two
data tables - one with 1 variable, and another with 2 variables.
December 16: Ver 1.0 MS Excel 2007 Manager - Rajesh Math 25
Data Table

Data Table

Data Table

Open a new excel file and enter the following given screenshot below:
The cell B5 has the formula =B1 * (1 + B2) ^ B3
As you can see, the $5000 invested at 7.5% for 5 years will give 7,178.15.
Now, we will create a data table to see what amount we will receive by changing
the interest rate.
Fill cells A6 to A10 with different interest rates. I've filled it with values from 6% to
10%. Now, select the cells A5:B10.
In Excel 2007, goto Data > What-If Analysis > Data Table. In Excel
2003, the menu path is Data > Table or you can use the shortcut key
Alt + D + T in this order.
The Column Input Cell is the variable
whose value we are going to vary

 Let us review Ex03Table.xlsx
Handson #3


Handson #5

 Let us review Ex04Table.xlsx

Scenarios/What-if Analysis
 Scenarios come under the heading of "What-If Analysis" in Excel 2007.
They are similar to tables in that you are changing values to get new
results. For example, What if I reduce the amount I'm spending on food?
How much will I have left then? Scenarios can be saved, so that you can
apply them with a quick click of the mouse
 ...Sample FilesExcel2007_Scenario_Analysis.htm


Scenarios/What-if Analysis

 Let us review Ex05ScenarioGoalSeek

Excel ->Date
 To Excel, a date is simply a number. More precisely, a date is a serial
number that represents the number of days since the fictitious date of
January 0, 1900. A serial number of 1 corresponds to January 1, 1900; a
serial number of 2 corresponds to January 2, 1900, and so on.
 Excel support dates from January 1, 1900, through December 31, 9999
(serial number = 2,958,465).
 The following function displays the current date in a cell: =TODAY()
 The DATEVALUE function converts a text string that looks like a date
into a date serial number. The following formula returns 39316, the date
serial number for August 22, 2007: =DATEVALUE(“8/22/2007”)
 The following formula returns TRUE if the year of the date in cell A1 is
a leap year. Otherwise, it returns FALSE.
=IF(MONTH(DATE(YEAR(A1),2,29))=2,TRUE,FALSE)


Auto Populate Dates


 Let us review Ex06MaturityDateCalc
Handson #6

Named Range
 A name is a meaningful shorthand that makes it easier to understand the purpose of a cell reference (cell reference:
The set of coordinates that a cell occupies on a worksheet. For example, the reference of the cell that appears at the
intersection of column B and row 3 is B3.) These are useful in
a. Constant : A value that is not calculated. For example, the number 210 and the text "Quarterly Earnings" are
constants. An expression, or a value resulting from an expression, is not a constant.
b. Formula (formula: A sequence of values, cell references, names, functions, or operators in a cell that together
produce a new value. A formula always begins with an equal sign (=)
c. Table (table: A collection of data about a particular subject that is stored in records (rows) and fields (columns),
each of which may be difficult to comprehend at first glance.
Following are examples to improve clarity and understanding.
 Example Type Example with no name Example with a name
Reference =SUM(C20:C30) =SUM(FirstQuarterSales)
Constant =PRODUCT(A5,8.3) =PRODUCT(Price,WASalesTax)
Formula =SUM(VLOOKUP(A1,B1:F20,5,FALSE), —G5) =SUM(Inventory_Level,—Order_Amt)
Table C4:G36 =TopSales06
 Types of Names :
 Defined name A name that represents a cell, range of cells, formula, or constant value.
 Table name A name for an Excel table, which is a collection of data about a particular subject that is stored in records
(rows) and fields (columns).


Lookup Functions
 Returns a value either from a one-row or one-column range or from an
array (array: Used to build single formulas that produce multiple results or that
operate on a group of arguments that are arranged in rows and columns. An array
range shares a common formula; an array constant is a group of constants used as
an argument.). The LOOKUP function has two syntax forms: the vector form
and the array form. If you want to then see Usage. Look in a one-row or one-
column range (known as a vector) for a value and return a value from the same
position in a second one-row or one-column range
 Vector form: Use the vector form when you have a large list of values to look up
or when the values may change over time.Look in the first row or column of an
array for the specified value and return a value from the same position in the last
row or column of the array
 Array form: Use the array form when you have a small list of values and the
values remain constant over time.
Note: You can also use the LOOKUP function as an alternative the IF function
for elaborate tests or tests for more than seven conditions. See the examples in
the array form.


HLOOKUP, VLOOKUP Functions
Searches for a value in the first column of a table array and returns a value in the same row from another
column in the table array.
The V in VLOOKUP stands for vertical. Use VLOOKUP instead of HLOOKUP when your comparison
values are located in a column to the left of the data that you want to find.
Syntax
VLOOKUP(lookup_value,table_array,col_index_num,range_lookup)
Lookup_value The value to search in the first column of the table array (array: Used to build single formulas
that produce multiple results or that operate on a group of arguments that are arranged in rows and columns.
An array range shares a common formula; an array constant is a group of constants used as an argument.).
Lookup_value can be a value or a reference. If lookup_value is smaller than the smallest value in the first
column of table_array, VLOOKUP returns the #N/A error value.
Table_array Two or more columns of data. Use a reference to a range or a range name. The values in the
first column of table_array are the values searched by lookup_value. These values can be text, numbers, or
logical values. Uppercase and lowercase text are equivalent.
Col_index_num The column number in table_array from which the matching value must be returned. A
col_index_num of 1 returns the value in the first column in table_array; a col_index_num of 2 returns the
value in the second column in table_array, and so on. If col_index_num is:
Less than 1, VLOOKUP returns the #VALUE! error value.
Greater than the number of columns in table_array, VLOOKUP returns the #REF! error value.


Hlookup


 Open the Ex07Lookup.xls sample and look at cell E6.
o =VLOOKUP(E4,Toolist,2,FALSE)
o Try Changing the contents of E4 to a new value in the list A3..A18
and see the effect on E6
 Open the Lookup.xls sample and look at Hlookup Example.
o =HLOOKUP(C9,B3:P4,2,FALSE)
o Try Changing the contents of C9 to a new value in the list B3..P4
and see the effect on E6

Handson #7

 *** http://www.experiglot.com/2007/12/27/how-to-use-vlookup-in-excel-part-ii-
some-tips-and-advanced-excel-tricks/

Handson #7

Data Validation
 Microsoft Excel data validation lets you define what type of data you
want entered in a cell. For example, you can allow entry of a letter grade
with only the letters A through F. You can set up data validation to
prevent users from entering data that isn't valid, or allow invalid data
but check for it after the user is finished. You can also provide messages
to define what input you expect for the cell, and instructions to help users
correct any errors.
 Data validation is particularly useful when you're designing forms or
worksheets that other people will use to enter data, such as budget forms
or expense reports.


Data Validation
 When data is entered that doesn't meet your
requirements, Excel displays a message with
instructions you provide.
 When data is entered that doesn't meet your
requirements, Excel displays a message with
instructions you provide.
 Types of data you can validate:
Excel lets you designate the following types of valid data for a cell:
• Numbers: Specify that the entry in a cell must be a whole number or a decimal number. You
can set a minimum or maximum, exclude a certain number or range, or use a formula to
calculate whether a number is valid.
• Dates and times: Set a minimum or maximum, exclude certain dates or times, or use a
formula to calculate whether a date or time is valid.
• Length: Limit how many characters can be typed in a cell, or require a minimum number of
characters.
• List of values: Make a list of the choices for a cell — such as small, medium, large — and
allow only those values in the cell. You can display a dropdown arrow when a user clicks the
cell to make it easy to pick from your list.


 Try the smaller sample Ex08DataEntryValidation.xls and try to input
different values.

Handson #8

Pivot Table
 The first step in creating a Pivot Table is to organize your data in a list of rows
and columns. In Excel 2007, you can format this list as an Excel Table, and use
that as the dynamic source for your Pivot Table.
 Before you create a pivot table, make sure your data is organized correctly. There
are instructions on the following pages, for setting up your source data in a table,
organized into rows and columns.


Adding Fields to the Pivot Table
 An empty pivot table is created in your workbook, either on a new sheet, or the
existing sheet that you selected. When you select a cell within the pivot table, a
PivotTable Field List appears, at the right of the worksheet.


Grouping Pivot Table
 In a Pivot Table, you can group the items in a Row or Column field.
For example, items in a date field can be grouped by month, and items in
a number field can be grouped by tens.
 In the Sample Pivot Sales book -> TestPivot sheet
 Right-click the Date field button.
 Choose Group to select the Group Field


Generate Pivot Chart


Sort and Filter :Sort

 Sort and Filter Sorting and Filtering allow you to manipulate data in a
worksheet based on given set of criteria.
 Basic Sorts To execute a basic descending or ascending sort based on
one column:
1. Highlight the cells that will be sorted
2. Click the Sort & Filter button on the Home tab
3. Click the Sort Ascending (A-Z) button or Sort Descending (Z-A)
button

Sort

 Custom Sorts To sort on the basis of more than one column:
a. Click the Sort & Filter button on the Home tab
b. Choose which column you want to sort by first
c. Click Add Level
d. Choose the next column you want to sort
e. Click OK

 Open Ex10PivotSales.xlsx
 Let us review Ex10PivotTableExpensesByWeekCategory.xls
 Verify the results using Sort & Filter
 Let us review Ex11SortFilter example
Handson #10


Formulas
 Formulas are one of the most useful and well used features in
spreadsheets such as Excel. Formulas can be used to perform basic
number crunching, such as addition or subtraction, as well as more
complex calculations such as payroll deductions or averaging a student's
test results. Using formulas effectively is central to getting the most out
of your spreadsheets.
 ADDITION cell A1 to A10 = sum (A1: A10)
 AVERAGE cell A1 to A10 = average (A1: A10)
 MAXIMUM cell A1 to A10 = max (A1: A10)
 MINIMUM cell A1 to A10 = min (A1: A10)
 IF(A1 <= 0; "ordering", "stock")
This would mean: If the contents of cell A1 is less than or equal to zero, then it displays "to
order", otherwise (if the contents of cell A1 is greater than zero) on display "at stock".
 Switch between displaying formulas and their values on a worksheet
Press CTRL + ` (grave accent).

Worksheet Functions
 Worksheet functions are categorized by their functionality. Click a category to
browse its functions. Or press
 Ctrl+F to find a function by typing the first few letters or a descriptive word. To get
detailed information about a function, click its name in the first column.
 Various Types of Function

Worksheet Functions
 Financial Functions

 Let us review Ex09PMTFinanCalc
Handson #7


Excel If
 In Excel, If function returns one value if a specified condition evaluates
to TRUE, or another value if it evaluates to FALSE.
The syntax for the If function is:
If( condition, value_if_true, value_if_false )
condition is the value that you want to test.
value_if_true is the value that is returned if condition evaluates to TRUE.
value_if_false is the value that is return if condition evaluates to FALSE.
e.g IF(Service=‘Y’,ServiceTax=12.33,ServiceTax=0)

Excel If Function
IF function
 The IF function is one of the most popular functions in Excel, and it
allows you to make logical comparisons between a value and what you
expect. In its simplest form, the IF function says:
 IF(Something is True, then do something, otherwise do something else)
 So an Simple IF statement can have two results. The first result is if your
comparison is True, the second if your comparison is False.
 IF statements are incredibly robust, and form the basis of many
spreadsheet models, but they are also the root cause of many spreadsheet
issues. Ideally, an IF statement should apply to minimal conditions, such
as Male/Female, Yes/No/Maybe, to name a few, but sometimes you
might need to evaluate more complex scenarios that require nesting*
more than 3 IF functions together.

Excel If Example

Excel Nested If
 Rules -> If (cell A1) is less than 20, then times it by 1,
If it is greater than or equal to 20 but less than 50, then times it by 2
If its is greater than or equal to 50 and less than 100, then times it by 3
And if it is great or equal to than 100, then times it by 4
 Answer: You can write a nested IF statement to handle this:
=IF(A1<20, A1*1, IF(A1<50, A1*2, IF(A1<100, A1*3, A1*4)))

 Let us review Ex12IFFunction
Handson #8


Connecting Excel To Database


Connecting Excel To Web



September 16 MS Excel 2007 MACROS - Rajesh Math 62
Connecting Excel To Web

 An Excel Web query allows you to bring data from a Web site into an Excel worksheet. It
will find any tables on the Web page and let you select the ones containing data you want
to put into your worksheet, allowing for dynamic updates from the Web page. Web queries
are not just useful for pulling information from standard HTML pages. They can also be
used quite nicely in situations where a standard ODBC connection would be difficult or
impossible to create or maintain try: http://finance.yahoo.com/q?s=EURUSD=X

 Let us review Ex09DBAccessExportedSupplier
Handson #9-A


 Let us review Ex09WebImportData
Handson #9-B



Reporting: Charts
 Charts can convey much more than numbers alone can because charts present data in a
visual way that makes it easier to see the meaning behind the numbers. And with the new
charting capabilities in Microsoft Office Excel 2007, it's easier than ever to turn raw data
into meaningful information.
 Charts start with data. In Office Excel 2007, you just select data in your worksheet, choose
a chart type that best suits your purpose, and click. Want to try a different chart type? Just
click again and select a new chart type from a huge range of possibilities. Then work with
the new Chart Tools to customize the design, layout, and formatting of your chart. You
can see how various options would look just by pointing at them in the dialog box — you
don't have to spend time applying different selections to find the look you want. And when
your chart is exactly the way you want it, you can save it as a template to use again, in
Excel or in other 2007 Office system programs such as Word 2007.
November 09 MS Excel 2007 - Rajesh Math 65


Reporting: Charts


Reporting: Charts
1.The chart area (chart area: The entire chart and all its elements.) of the chart.
2.The plot area (plot area: In a 2-D chart, the area bounded by the axes, including all data series. In a 3-D chart, the area bounded by
the axes, including the data series, category names, tick-mark labels, and axis titles.) of the chart.
3.The data points (data points: Individual values plotted in a chart and represented by bars, columns, lines, pie or doughnut slices, dots,
and various other shapes called data markers. Data markers of the same color constitute a data series.) of the data series (data series:
Related data points that are plotted in a chart. Each data series in a chart has a unique color or pattern and is represented in the chart
legend. You can plot one or more data series in a chart. Pie charts have only one data series.) that are plotted in the chart.
4.The horizontal (category) and vertical (value) axis (axis: A line bordering the chart plot area used as a frame of reference for
measurement. The y axis is usually the vertical axis and contains data. The x-axis is usually the horizontal axis and contains categories.)
along which the data is plotted in the chart.
4.The legend (legend: A box that identifies the patterns or colors that are assigned to the data series or categories in a chart.) of the
chart.
6. A chart and axis title (titles in charts: Descriptive text that is automatically aligned to an axis or centered at the top of a chart.) that
you can use in the chart.
7.A data label (data label: A label that provides additional information about a data marker, which represents a single data point or
value that originates from a datasheet cell.) that you can use to identify the details of a data point in a data series.


Reporting: Modifying Charts
After you create a chart, you can modify any one of its elements. For example, you might want to change the way that axes are
displayed, add a chart title, move or hide the legend, or display additional chart elements.
To modify a chart, you can:
Change the display of chart axes You can specify the scale of axes and adjust the interval between the values or categories that are
displayed. To make your chart easier to read, you can also add tick marks (tick marks and tick-mark labels: Tick marks are small lines
of measurement, similar to divisions on a ruler, that intersect an axis. Tick-mark labels identify the categories, values, or series in the
chart.) to an axis, and specify the interval at which they will appear.
Add titles and data labels to a chart To help clarify the information that appears in your chart, you can add a chart title, axis titles,
and data labels.
Add a legend or data table You can show or hide a legend, change its location, or modify the legend entries. In some charts, you can
also show a data table (data table: A range of cells that shows the results of substituting different values in one or more formulas. There
are two types of data tables: one-input tables and two-input tables.) that displays the legend keys (legend keys: Symbols in legends that
show the patterns and colors assigned to the data series (or categories) in a chart. Legend keys appear to the left of legend entries.
Formatting a legend key also formats the data marker that's associated with it.) and the values that are presented in the chart.
Apply special options for each chart type Special lines (such as high-low lines and trendlines (trendline: A graphic representation of
trends in data series, such as a line sloping upward to represent increased sales over a period of months. Trendlines are used for the
study of problems of prediction, also called regression analysis.)), bars (such as up-down bars and error bars), data markers (data
marker: A bar, area, dot, slice, or other symbol in a chart that represents a single data point or value that originates from a worksheet
cell. Related data markers in a chart constitute a data series.), and other options are available for different chart types.


Reporting: Dashboards
 A dashboard is a visual display of the most important information […] which fits entirely
on a single computer screen
 Excel Dashboards are a front end for your data so that, instead of looking at all your data,
you look at the subset of the data that you are most interested in. In an enterprise
environment dashboards are often created by technical specialists and provided to users so
they can see just the data that they need to work with. However, some techniques
employed in creating a dashboard are simple enough that you can use them to analyze and
display your own data.
 The most significant improvements in Excel fall in the area of data visualization. In the
new release, a colored gradient in cell backgrounds can be used to represent a cell’s value.
The higher the value, the longer the bar. Excel 12 gives you the ability to create your own
dashboards. Traditionally, the three-color traffic light (red, yellow, green) has been a
popular way for end users to spot problems. Now traffic lights—and a variety of other
graphics, such as arrows—are available in Excel 12, and you can define the intervals each
colored light is assigned.
 Your dashboard can also display Key Performance Indicators (KPIs) to measure the
progress that your organization is making toward its goals
69


Dashboard:The implementation
 First have our raw data ready in a separate sheet, this is the easy step, you know how to get your data in to one sheet.
 Next create a 10 row table for the dash board
 Insert a scroll bar form control Go to Menu > view > tool bars and select “forms” to see the forms tool bar. Select the
scrollbar control from forms tool bar and draw one on your spreadsheet.
 Assign the scroll bar control to a cell right click on it and select format control option. In the dialog box, go to “control”
tab and adjust the values as shown below.
 Finally write OFFSET() formula to display any consecutive 10 values in our scrollable table: OFFSET is used on the
dashboard to bring back those 10 lines from the sheet with the raw data that are selected by using the scroll bar. A sample
formula is shown here: =OFFSET(Data!E5,Calculation!$D$5,0) where Data!E5 refers to the column containing the
required data, Calculation!$d$5 has the current scroll bar value. That is all, you will have a small table that you can use to
see all data using scroll
MS Excel 2007 - Rajesh Math 70

 Let us review Ex13Charts and export to PowerPoint Presentation
Handson #10


VBA stands for Visual Basic for Applications an event driven
programming language from Microsoft that is now predominantly used
with Microsoft office applications such as MS-Excel, MS-Word and MS-
Access.
 It helps techies to build customized applications and solutions to enhance
the capabilities of those applications. The advantage of this facility is that
we NEED NOT have visual basic installed on our PC but installing
office will implicitly help us to achieve the purpose.
 We can use VBA in all office versions right from MS-Office 97 to MS-
Office 2013 and also with any of the latest versions available. Among
VBA, Excel VBA is the most popular one and the reason for using VBA
is that we can build very powerful tools in MS Excel using linear
programming.
VBA

What is Excel Macro ?
 It allows users to input data into cells included in a grid made of rows
and columns. The user can introduce functions and, referring to the cells
by its name (formed by the letter or combinations of letters that identifies
the column and the number that identifies the row), can display the result
in that cell. The result will change dynamically if the content of the
included cells changes.
 If you perform a task repeatedly in Microsoft Excel, you can automate the
task with a macro. A macro is a series of commands and functions (function:
A prewritten formula that takes a value or values, performs an operation,
and returns a value or values. Use functions to simplify and shorten formulas
on a worksheet, especially those that perform lengthy or complex
calculations).


What is Excel Macro ?
 When you find yourself repeatedly performing the same actions or tasks
in a spreadsheet, it might be time for you to create a macro.
A macro is a recording of each command and action you perform to
complete a task. Then, whenever you need to carry out that task in a
spreadsheet, you just run the macro instead.
Complex macros are usually created in Excel with the Macro editor.
Simpler macros can, however, be created using the Excel macro
recorder.


Buzzwords
 VBA newcomers are often overwhelmed by the terminology that is used in VBA. I’ve put together some key
definitions to help you keep the terms straight. These terms cover VBA and UserForms two important elements
that are used to customize Excel.
1. Code: VBA instructions that are produced in a module sheet when you record a macro. You also can enter VBA
code manually.
2. Controls: Objects on a UserForm (or in a worksheet) that you manipulate. Examples include buttons, check
boxes, and list boxes.
3. Function: One of two types of VBA macros that you can create. (The other is a Sub procedure.) A function
returns a single value. You can use VBA functions in other VBA macros or in your worksheets.
4. Macro: A set of VBA instructions performed automatically.
5. Method: An action taken on an object. For example, applying the Clear method to a Range object erases the
contents and formatting of the cells.
6. Module: A container for VBA code.
7. Object: An element that you manipulate with VBA. Examples include ranges, charts, drawing objects, and so on.
8. Procedure: Another name for a macro. A VBA procedure can be a Sub procedure or a Function procedure.
9. Property: A particular aspect of an object. For example, a Range object has properties, such as Height, Style, and
Name.
10. Sub procedure: One of two types of Visual Basic macros that you can create. The other is a function.
11. UserForm: A container that holds controls for a custom dialog box and holds VBA code to manipulate the
controls.
12. VBA: Visual Basic for Applications. The macro language that is available in Excel, as well as in the other
applications in Microsoft Office.
13. VB Editor: The window (separate from Excel) that you use to create VBA macros and UserForms.


Excel Macros : VBA
The Four Windows in the Visual Basic Editor
When you want somebody to do some work for you open your Email program and you send
him a message in a language that he understands (English, Spanish, French...). When you
want Excel to do some work for you you open the Visual Basic Editor and you write the
instructions in a language that Excel understands VBA ( Visual Basic for Application).
 You will develop, test and modify VBA procedures (macros) in the Excel Visual Basic
Editor (VBE). It is a very user friendly development environment. The VBA procedures
developed in the Excel Visual Basic Editor become part of the workbook in which they are
developed and when the workbook is saved the VBA components (macros, modules, user
forms. etc.) are saved at the same time. When you send the workbook to the "Recycling bin"
the VBA procedures are gone.
The immediate window is used when you are developing your macro code


The Four Windows in the Visual Basic Editor


Excel Macros
 A collection of declarations, statements, and procedures stored
together as one named unit.
 There are two types of modules:
1. Standard modules
2. Class modules. Both can be run whenever you need to perform
the task.
e.g. if you often enter long text strings in cells, you can create a macro to
format those cells so that the text wraps.
 Excel macros are simple, powerful, and easy to customize. Looping
macros are especially useful for working with ranges of data.


More About VBA Macros
 If you store one or more macros in a workbook, the file must be saved with macros
enabled, which is a file with an XLSM extension.
 A VBA macro (also known as a procedure) can be one of two types:
1. Sub : It is a new command that either the user or another macro can execute.
2. Function : A function always returns a single value (just as a worksheet function
always returns a single value).


Macros  Module
 A VBA module, which is displayed in a separate window, works like a text editor. You can
move through the sheet, select text, insert, copy, cut, paste, and so on.
 You perform actions in VBA by writing (or recording) code in a VBA module sheet and
then executing the macro in any one of various ways. VBA modules are stored in an Excel
workbook, and a workbook can hold any number of VBA modules.
 When you enter code in a module sheet, you’re free to use indenting and blank lines to
make the code more readable. (In fact, this is an excellent habit.)
 After you enter a line of code (by pressing Enter), it’s evaluated for syntax errors. If none
are found, the line of code is reformatted, and colors are added to keywords and identifiers.
 Most user-created macros are designed for use in a specific workbook, but you may want
to use some macros in all your work. You can store these general-purpose macros in the
Personal Macro Workbook so that they’re always available to you. The Personal Macro
Workbook is loaded whenever you start Excel.


Variable Declaration
 Variables are used to store information temporarily. As a program runs, it holds
values temporarily in memory. Variables are names that the program associates
with specific locations in memory. The value to which the program refers in
these areas can change throughout a session of program operation.
Each variable has a specific type, that indicates how much memory the data
requires and the operations that can be performed on that kind of data.
 Use Option Explicit : By default, VBA doesn't require that you declare your
variables using the Dim statement. If the compiler encounters a name that it
doesn't recognize as an existing variable, one of the VBA reserved words, or a
property or method of a referenced typelib, it will create a new variable by that
name. While this may seem convenient, it can lead to bugs in the code that are
difficult to find (although once found they are simple to fix). Suppose you
declare a variable with the name Index1 and later misspell that name as Idnex1,
the compiler will not flag that as an error. Instead, it will create a new variable
named Idnex1 and initialize it to an empty string, a value of 0, or a Nothing
object reference, depending on the context in which it is used


Declarations
 The Dim (stands for dimension) statement is used to declare variables and allocate storage space. It may
appear in a General Declarations section at the top of a code module -or- immediately following a
procedure declaration.
For example ...
Sub SampleCode()
Dim MyNumber as Integer
' Other program statements go here
End Sub
 Variables declared within a procedure are not available to other procedures and they only retain values
for the life of that procedure. This refers to a variable's scope. Variables declared at a module-level (or
within a form's General Declarations section) are available to all procedures within that module or form
-and- they continue to retain assigned values for the life of the program. However, these variables are
not available to procedures outside of the module in which they are declared. One alternative to the Dim
statement is the Public keyword, which expands the scope of the variable to make it available to other
procedures outside it's own module or form. It's a better practice to use the narrowest possible scope for
your variables.
 Note: Other approaches to scope involve Global, Private, and Static declaration. Also, very similar to
variables are Constants.


Data Type(s)


If-then-else
 The If...Then...Else statement executes a group of statements based on the
value of an expression


If-then-else

 In this example, We use VBA If-Else statement to detect number keys
input in to the text box(TextBox1). If the user types a character that is
not a number(from 0 to 9), it is not allowed to exist in the textbox. Only
the number key is allowed.
To run this example VBA code, you will need a Form and one
TextBox.
VBA code to detect keys pressed:
Private Sub TextBox1_KeyPress(ByVal KeyAscii As MSForms.ReturnInteger)
If KeyAscii >= 48 And KeyAscii <= 57 Then
Exit Sub
Else: KeyAscii = 0
End If
End Sub

September 16 MS Excel 2007 - Rajesh Math 87
Select Case
 In this example, We use VBA Select Case statement to display a grade of a total score. The following conditions are
applied to the total score and its grade:
-If total score>=90 and <=100, then the grade is A.
-If total score>=80 and <=89, then the grade is B.
-If total score>=70 and <=79, then the grade is C.
-If total score>=60 and <=69, then the grade is D.
-If total score>=50 and <=59, the the grade is E.
-If total score<50, then the grade if F.

 To run this example VBA code, you will need a Form, one TextBox, and two Labels. VBA code to calculate the grade :
Private Sub TextBox1_Change()
Dim sc As Integer
If TextBox1.Text <> "" Then
sc = CInt(TextBox1.Text)
End If
If sc >= 0 And sc <= 100 Then
Select Case sc
Case 90 To 100: Label2.Caption = "A"
Case 80 To 89: Label2.Caption = "B"
Case 70 To 79: Label2.Caption = "C"
Case 60 To 69: Label2.Caption = "D"
Case 50 To 59: Label2.Caption = "E"
Case Else: Label2.Caption = "F"
End Select Else: Label2.Caption = "Invalid!"
End If
End Sub

Select Case
 The Select Case statement executes one of several statements based on the
value of an expression



Select Case V/S If -then-else
 The If...Then...Else statement executes a group of statements based on
the value of an expression, and the Select Case statement executes one
of several statements based on the value of an expression.


 Develop a Macro to Change the color of the background
 Develop a Function CalcCube which calculates the cube of a number
 ** See How you can use it as Worksheet Function !!
Handson #14


Msgbox & InputBox
 Msgbox : Displays a message in a dialog box, waits for the user to click a
button, and returns an Integer indicating which button the user clicked.
Syntax
MsgBox(prompt[, buttons] [, title] [, helpfile, context])
 Displays a prompt in a dialog box, waits for the user to input text or click
a button, and returns a String containing the contents of the text box.
Syntax
InputBox(prompt[, title] [, default] [, xpos] [, ypos] [, helpfile, context])
' Display message, title, and default value.
MyValue = InputBox(Message, Title, Default)


Excel VBA Programming
 Loops
1. Do Loop : Suppose you wanted to count the number of rows in a
range of data that can sometimes be small and sometimes really big.
You'd want to use a Do…Loop. This type of loop performs an
action as many times as necessary. It would count whatever number
of rows it found in the range.
Here the While condition is used so that the loop runs as long as the
cell being acted on is not blank. The row being worked on is x, and
(x,1) is the first cell in that row. Used together, the signs <> mean
"does not equal." The quotation marks with nothing between them
indicate a blank cell.
If you wanted the loo


Loops
2. The For Each…Next Loop : You would use the For Each…Next
loop to perform an action on every cell in a range of data. Suppose,
for example, that you wanted to make the word "OK" darker than
other text everywhere in a selected range .
"MyCell" means whatever cell the loop is working on, and "For Each"
means that the loop will work on all cells in the selection. If the loop
finds a cell containing only the word "OK", then it makes that word
darker.


Loops
3. The Do…Loop and the For Each…Next loop are powerful in
simple ways. Now we're going to ratchet up the complexity a bit by
introducing nested loops. You use nested loops when you need to
perform an action on a range of data more than once, or through
more than one range of data. For an analogy to nested loops, think
of the Earth revolving around the Sun. One full revolution around
the Sun, a year, is like the outside loop, and one rotation of the
Earth around its axis, a day, is like the inside loop nested within the
outside loop. For each year, there are 365 inside loops, and on
every January 1st, the outside loop repeats.


 VBA code to print a multiplication table:
Private Sub CommandButton1_Click()
Dim i, j As Integer
For i = 1 To 9
For j = 2 To 9
Cells(i, j - 1) = j & "*" & i & "=" & j * i
Next
Next
NESTED LOOPS


VBA Programming:Email Grades
Sub SendEMail()
Dim Email As String, Subj As String
Dim Msg As String, URL As String
Dim r As Integer, x As Double
r = 4
Do While Cells(r, 2) <> ""
' Get the email address
Email = Cells(r, 2)
' Message subject
Subj = "Missing Timesheet"
' Compose the message
Msg = ""
Msg = Msg & "Dear " & Cells(r, 1) & "," & vbCrLf & vbCrLf
Msg = Msg & "The following Time/Expense Cards are late or missing. Please submit them as quickly as possible. " & vbCrLf & vbCrLf
Do While Email = Cells(r, 2)
Msg = Msg & "TimeCard for period " & Cells(r, 5).Text & " Year " & Cells(r, 6).Text & vbCrLf & vbCrLf
r = r + 1
Loop
Msg = Msg & "Thanks and Regards" & vbCrLf
Msg = Msg & "Debbie Davis" & vbCrLf
Msg = Msg & "Client Services Coordinator - NA"
' Replace spaces with %20 (hex)
Subj = Application.WorksheetFunction.Substitute(Subj, " ", "%20")
Msg = Application.WorksheetFunction.Substitute(Msg, " ", "%20")
' Replace carriage returns with %0D%0A (hex)
Msg = Application.WorksheetFunction.Substitute(Msg, vbCrLf, "%0D%0A") ' Create the URL
URL = "mailto:" & Email & "?subject=" & Subj & "&body=" & Msg
' Execute the URL (start the email client)
ShellExecute 0&, vbNullString, URL, vbNullString, vbNullString, vbNormalFocus
' Wait two seconds before sending keystrokes
Application.Wait (Now + TimeValue("0:00:02"))
Application.SendKeys "%s“
End Sub


Programming Charts

 Option Explicit
Private Sub Worksheet_Activate()
'Select the data source
Range("A1:G2").Select
'Create a clusted column chart
ActiveSheet.Shapes.AddChart , 10, 100
ActiveSheet.Shapes(1).Select
ActiveChart.SetSourceData Source:=Range("Sheet1!$A$1:$G$2"), PlotBy:=xlRows
'Specify Pie chart type
ActiveChart.ChartType = xl3DPie
 The total of all data points from all categories represents 100% of the chart. To add a pie
chart to the Excel sheet, you can use the ChartType property of the current active
chart(ActiveChart.ChartType=xl3DPie).
Programming Charts

QUESTIONS ?


Data Analytics Using MS Excel

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