This document outlines topics covered in a Microsoft Excel 2003 Intermediate Level training course, including using formulas and functions, managing lists, sorting and filtering data, using Excel as a database, and integrating Excel with other programs. The sections cover working with formulas, functions, array formulas, managing lists, sorting, filtering, validation, lookup functions, and using Excel in Word and with Access. The document provides examples for financial, date, and logical functions.
1. Presented by
Jason Wong
Email : jasonwcc_my@hotmail.com
Contact : +6012-273-6143
Microsoft Excel 2003
Intermediate Level
2. Section 1 : Working with
Functions and Formulas
1.1 Using Formulas
1.2 Exploring Excel Functions
1.3 Using Functions
1.4 Working with Names and Ranges
1.5 Working with Array Formulas
Microsoft Excel 2003 Intermediate Level
3. Using Formulas
Microsoft Excel 2003 Intermediate Level
Basic Mathematical Operators
Operator Function Example
= Equivalence =1+2*3
() Parentheses (1+2)*3=9
^ Exponential 2^3=8
* Multiplication 3*6=18
/ Division 12/3=4
+ Addition 10+2=12
> Greater Than 2>1=TRUE
< Less Than 2<1=FALSE
5. Excel Formulas
Microsoft Excel 2003 Intermediate Level
The Formula Bar
Using Cell Reference
Absolute or Relative Cell Referencing
The Formula Auditing Bar
Trace Dependents and Precedents
Remove Dependencies
Watch Window
6. Fixing Formula Errors
Microsoft Excel 2003 Intermediate Level
Error Code Meaning…
#NAME? You entered something in your formula that Excel interprets as
incorrect cell reference, range or function name
#REF! A referenced cells has been deleted or accidentally relocated
#VALUE! Used text in a formula
#DIV/0! Division by zero or an empty cell
#NUM! Incorrectly pass in an incorrect argument like text to function
that is expecting numerical value
######### Means that a number is too wide to be displayed in the cell. To
solve this, auto fit the column width
8. Microsoft Excel 2003 Intermediate Level
Given A1=24th May 2008
Renew car license the following year, same day
same month
Formula is…
=date(year(A1)+1,month(A1),day(A1
))
•Given License date A1=30th August 2009
•Find out the renewal dates which falls on the following
year but first day of the month
=date(year(a1)+1,month(a
1),1)
•Given current road tax on A1=30th August 2009
•Find out the renewal date which falls half a year later,
but must be on the 10th of the month
=date(year(date),
month(date)+6, 10)
• Student A borrowed a book on the 15th Feb 2010
• The returning due date of the book is 1 month
later
=date(year(date),
month(date)+1,day(date))
• Student A borrowed a book on the 15th Feb 2010
• Return book at the end of the following month
=date(year(date), month(date) +2, 1)-1
DATE Function Scenario
10. PMT – Example 1
Microsoft Excel 2003 Intermediate Level
Calculate the monthly repayment for a year loan of 10,000
with an annual interest rate of 6.4%.
=PMT(6.4%/12, 12, 10000)
If the payments are due at the beginning of the period
=PMT(6.4%/12, 12, 10000,0,1)
11. PMT – Example 2 : Saving Account
How much a student need to save up every
month in order to have saving amount of 50,000
at the end of 18 years. Assuming the annual
saving interest rate fixed at 1.5%
=PMT(1.5%/12,18*12,0,50000)
Microsoft Excel 2003 Intermediate Level
12. PMT – Example 3: EPF saving
Microsoft Excel 2003 Intermediate Level
You want to achieve a total saving of 1Million at
your retire year (55 yrs old). How much do you
need to bank in every month, assuming the
following facts
The annual saving interest rate fixed at 5.7%.
You are currently 30 yrs old.
=PMT(5.7%/12,(55-30)*12,0,1000000)
14. FV – Example 1 : Fixed Deposit
Calculate the returns of an investment where you
deposit $5,000 into a fixed deposit account that
earns 3.9% annually. You are going to deposit
$250 at the beginning of the month, each month,
for 2 years.
Interest earn on a monthly basis
=FV(3.9%/12, 2*12, -250, -5000, 1)
Microsoft Excel 2003 Intermediate Level
15. FV – Example 2 Mutual Fund
Returns the future value of an investment where
you deposit $8,000 into a Mutual Fund account
that earns 5% annually. You are going to deposit
$50 at the end of the week, each week, for 4
years.
Interest earn on a weekly basis
=FV(5%/52, 4*52, -50, -8000, 0)
Microsoft Excel 2003 Intermediate Level
16. FV – Example 3 Fixed Deposit
Returns the future value of an investment where
you deposit $6,500 into a fixed deposit account
that earns 1.95% annually. You are going to
deposit $100 at the end of the year, each year, for
10 years.
Interest earn on a yearly basis
=FV(1.95%,10,-100,-6500,0)
Microsoft Excel 2003 Intermediate Level
17. IF Function
Microsoft Excel 2003 Intermediate Level
Basic IF
Nested IF
Combined conditions with AND | OR operator
=if(200*2>300, “Answer is Higher”, “Answer is
Lower”)
A1=“James”
=if(A1=“James”,”Is The Boss”, “Is a Staff”)=if(Condition, True, False)
18. Working with Array Formulas
Microsoft Excel 2003 Intermediate Level
A B C
1 Sales Expenses Tax
2 33 34 5
3 55 55 6
4 22 23 2
5 23 25 3
6 25 25 5
7 19 18 2.5
Using IF Function in Array Formulas
Using Basic Array Formulas
Arsenal 3 Liverpool 4
ManCity 2 ManU 1
ManU 4 Arsenal 9
Arsenal 2 ManCity 5
19. Section 2: Managing Lists
Creating Lists
Sorting a List
Using AutoFilter
Using Advanced Filter
Using Excel As Database
Microsoft Excel 2003 Intermediate Level
23. Advanced Filter
Microsoft Excel 2003 Intermediate Level
1. Create the Criteria Range
2. Click any part of the source table
3. Data Ribbon > Advanced
4. Select Copy to Another Location
5. List Range : automatically selected
6. Criteria Range : I2:O3
7. Copy To : Extract Range => I9
24. Using Excel as Database
Microsoft Excel 2003 Intermediate Level
Validating Your Data
Creating a List Validation
Creating a Custom Data Validation
Database Function
DAVERAGE
DCOUNT
DMAX and DMIN
DPRODUCT
DGET
25. HLOOKUP and VLOOKUP
Microsoft Excel 2003 Intermediate Level
=hlookup(Search_Cell , Data_Range , Column
_Index)
Create the formula
Create a search cell
Sort first column
26. Using Excel with other Programs
Using Excel in Word
Using Excel with Access
Import data from another program
Microsoft Excel 2003 Intermediate Level
27. Using Excel in Word
Microsoft Excel 2003 Intermediate Level
Inserting
Excel Data
in Word
Document
Linking
Excel Data
in a Word
Document
Modifying
Excel Data
after
Insertion
Insert an
Excel Chart
into a Word
Document
29. Import from another Program
Microsoft Excel 2003 Intermediate Level
Ms Sql
Server
Oracle
Database
System
IBM
Informix
Server
Text File
30. Jason Wong
Email : jasonwcc_my@hotmail.com
Contact : +6012-273-6143
Microsoft Excel 2003
Intermediate Level – The End
Editor's Notes
Operators
=
( ) parentheses
^ Exponent
* /
+ -
> Greater than
< lesser than
Q&A Quiz
The Formula Bar
View > Formula Bar
- F2 to edit
Cell Reference
- Shows how to use =A1+B2/3
Absolute referencing
Press F4
Formula Auditing Bar
View > Toolbars > Tick on Formula Auditing
Evaluate formula
Click on cell containing formula
Formulas > Evaluate formula
Error Checking
Search entire sheet for errorneous formulas
Formulas > Error Checking
Trace Error
Show Formulas on sheets
Options > Advanced > Display options > Show Formulas in cells instead of their calculated results
Or Formulas > Show formula
Trace Dependents and Precedents
Dependents -> look for the formula
Precedents -> look for the data
The Formula Bar
View > Formula Bar
- F2 to edit
ErrorCode
#NAME? =sum(a1:b3) chg to =sam(a1:b3)
#REF!
A1=4
B1=2
C1=A1+B1
Delete entire column of B1
#VALUE! =A1+B1+”Data”
#DIV/0! =5/0
#NUM! limited range to due the design of Excel
Use mod()
A1=10, A2=5, A3=mod(a1,a2)
Mod(number, dividsor)
If the number=> dividsor*134,217,728 will get #num!
Note: due to only 27 bits assign to the 134,217,728
Cell Reference
- Shows how to use =A1+B2/3
Absolute referencing
Press F4
Evaluate formula
Click on cell containing formula
Formulas > Evaluate formula
Error Checking
Search entire sheet for errorneous formulas
Formulas > Error Checking
Trace Error
Show Formulas on sheets
Options > Advanced > Display options > Show Formulas in cells instead of their calculated results
Or Formulas > Show formula
Watch Window
Actively monitor the changes on the specific formula across spreadsheet
Demo :
Sheet1 A1=20
Sheet2 A1=40
Sheet3 A1=Sheet1!A1+Sheet2!A1/2
Formula > Watch Window > Add Watch > Sheet3!A1
Trace Dependents and Precedents
Dependents -> look for the formula
Precedents -> look for the data
Count() – count range of numbers
Countif() – count both numbers and text
Q&A
1. Given A1=24th May 2008
Renew car license the following year, same day same month
Answer : =date(year(A1)+1,month(A1),day(A1)
2. Renew car license the following year but first day of the month
Answer : =DATE(YEAR(A1)+1,MONTH(A1),1)
3. Renew car road tax half a year later, but must be on the 10th day of the month
Answer :=date(year(A1), month(A1)+6, 10)
4. Return book at the end of the following month
Answer := date(year(date), month(date) +2, 1)-1
To find Monthly Payment
=PMT( )
Rate : interest rate
Nper : Number of Payment
Pv : Current | Principal | Present Value
Fv : Future Value | Expected ROI
Type : 1 beginning or 0 end (default)
Example : next slide
To find Return Of Investment | Future Value
1st col => 6.4%/12 bcos over a year
2nd col => 12 payments
3rd col => pv present loan amount value
4th col => fv, amount left outstanding after full repayment default 0
5th col => type of payments, 0 due at end of payment period, 1 due at the beginning of payment period
1.5% / 12 – due to the fact interest pay out on monthly basis and by increment onto the principal
18* 12 - number of payments (18 years * 12 months(
0 - no starting value
1.5% / 12 – due to the fact interest pay out on monthly basis and by increment onto the principal
18* 12 - number of payments (18 years * 12 months(
0 - no starting value
To find Return Of Investment | Future Value
=FV()
rate : interest rate (if over number a year , must be divided by /12 )
Nper : number of payment
Pmt : what is the monthly installment
Pv : present value | upfront sum | principal
Type : payment type : the end 0, the beginning 1, default to 0)
This first example returns the future value of an investment where you deposit $5,000 into a savings account that earns 3.9% annually. You are going to deposit $250 at the beginning of the month, each month, for 2 years.
=FV(3.9%/12, 2*12, -250, -5000, 1)
5th col : payment due at the beginning of the month
This next example returns the future value of an investment where you deposit $8,000 into a savings account that earns 6% annually. You are going to deposit $50 at the end of the week, each week, for 4 years.
=FV(6%/52, 4*52, -50, -8000, 0)
Array
Protection: Whenever there is a change the whole array need to change simultaneously, no single cell changes alone.
Basic Array Formula
Demo 1:
Type in random numbers in A2 to C7 (3 columns)
Now highlight D2 to F7 (must be same block size)
Create a formula, say to increase all numbers by 3% =A2:C7*103/100
Make sure to Ctrl+Shft+Enter
Using IF in Array
Demo 2:
From the table in demo 1, highlight G2 to G7 =if(A2:A7=B2:B7,A2:A7,”Not Same”)
Ctrl+shft+enter
Next, sum up the similar numbers G8 = sum(if(A2:A7=B2:B7,A2:A7,”Not Same”))
Ctrl+shft+enter
Demo 3: Using table 2 : Score Board
Highlight D1 to D4
=IF(D1:D4>F1:F4,C1:C4,E1:E4) , ctrl+shft+enter
Data > Filter > AutoFilter
The top 10…
Custom
The Steps
Create the Criteria Range
Copy A1:G1 to I2
Type west under the region
Click in table
Data Ribbon > Advanced
Tick on Copy to another …
Criteria Range : I2:O3
Now try with another criteria
Multiple region
Range of sales >500 and <1000
Create 2 sales column in the criteria range
Text : Customer name
Begins with “The*”
Containing the words *pets*
Ends with *Store
Validation : Start from Advanced Filter sheet
Highlight data range
Data > Validation
Apply validation to:
Price <6
Date between 1/1/2009 and 31/12/2009
List Validation
SalesRep
Departments list
Custom Data Validation : Use the Validation sheet
Demo 0 : Accept Card
F10
Custom List
=OR(F4=“Master”,F4=“Visa”)
Demo1 : Code cant be used more than once
D3:D25
Data validation
Custom
=countif($d$3:$d$25,a2) <= 1
Demo2 : Method Used cannot be more than twice
G3:G7
Data Validation
Custom
=countif($G$3:$G$7,G3)<=2
Demo3 : Budget constraint to <=10000
F3:F7
Data validation > custom
=sum($F$3:$F$7)<=10000
Demo4: No Leading or Trailing Spaces
Highlight E3 to E7
=E3=TRIM(E3)
Demo5: Prohibit Weekend Dates
H3
Data Validation > Custom
=WEEKDAY(B2,2) <=5
Higlight H3:H7
Yes to extend them
NOTES:
-Works on text too,
Unfortunately, if user copy content from another cell, it will not blocks
Database Function
=dfunction(database_range, fields, criteria)
Database_range must include the headers
Fields can be the number of columns in the DB or field cell reference
Criteria as defined in advanced Filter
DPRODUCT – answer is multiplication of all the found data according to the criteria
Example
Using advanced Filter sheet
Set the criteria to Region=East , SalesRep=Barone , Quantity<2
DGET - to returns a single record matching criteria.
If there is more then one records found, #NUM! will be shown
If no records found, #VALUE! Will be shown
Search cell : cell containing the data to search (must be on the first column of your data list)
Data range : starting from first row on ward
Column Index : number , indicating which column to the right to extract
Range Name
To access frequently used cells
To give a meaningfull name to cell range for more readability and clarity
For repeating messages
Like having one spreadsheet with company name, address, greetings message with name range, then insert name range into any other spreadsheet
Formula > Define Name
Or
Select the cell or cells > on formula bar > enter a name
NOTE: Acceptable names
letters only
No spaces
Underscore
Hold ctrl to select non-adjacent ranges
Create Range Name from Selection
Type in
A1=Jan B1=Feb C1=Mar
A2-C5 = any numbers
Highlight A1:C5 or ctrl+a
Formulas > Create From Selection , Top column
Now type D2=Sales, D3=Profit, D4=Expenses
Ctrl+a, Formulas > Create From Selection, top and right column
Autocalculate
allows you to view result of some basic calculation without having to enter a formula or function
Right click any part at the status bar. Tick those function you want to see, untick not to view them
Import data from another program such as txt file
Copy and Paste from Excel to Word has limited options such as formatting
Linking from Word
Open Word
Insert Excel Chart into Word Doc
Excel
Select any table > F11
From the chart sheet
Just click copy button
Open Word > Paste