Mastering Excel: Understanding Cell References and Functions

1. Day 6:Excel Chapter 2 Tazin AfrinTazin.Afrin@mail.wvu.edu September 05, 2013

2. Objectives • Cell reference • Basic functions • Logical, lookup and financial functions • PMT function • Range Names • Import text data • Import xml data

3. Cell reference • 3 types : • Relative reference • Absolute reference • Mixed reference

4. Relative Cell reference • Indicates a cell’s relative location from the cell containing the formula • such as two rows up and one column to the left • The cell reference changes when the formula is copied • maintain the same relative distance from the copied formula cell • Example, =A8-B8

5. Relative Cell reference Relative cell reference Selected cell

6. Relative Cell reference Relative cell reference Selected cell

7. Relative Cell reference • Why this happen ? • Because you copy the formula down the column to cell C12 • the column letters in the formula stay the same, but the row numbers change, down one row number at a time.

8. Absolute Cell reference • Indicates a cell’s specific location • provides a permanent reference to a specific cell • the cell reference does not change when you copy the formula • Regardless of where you copy the formula • Appears with a dollar sign before both the column letter and row number, such as $B$5.

9. Absolute Cell reference Absolute cell reference Selected cell

10. Absolute Cell reference Formulas referring to this cell should contain an absolute reference

11. Absolute Cell reference • For B8 = A8*$B$5 • A8 is relative reference, changes as you copy the formula to C9 • *$B$5 is absolute reference, does not change to B6

12. Mixed Cell reference • Contains both an absolute and a relative cell reference in a formula • combines an absolute cell reference with a relative cell reference • The absolute part does not change but the relative part does when you copy the formula. • either the column letter or the row number

13. Mixed Cell reference • Example – • $B5 or B$5 is a mixed cell reference • $B5, the column B is absolute, and the row number is relative; when you copy the formula, the column letter, B, does not change, but the row number will change. • B$5, the column letter, B, changes, but the row number, 5, does not change.

14. Mixed Cell reference Mixed cell reference Selected cell

15. Mixed Cell reference • Because you are copying down the same column, only the row reference 5 must be absolute; the column letter stays the same

16. Shortcut keys • The F4 key toggles through relative, absolute, and mixed references. Click a cell reference within a formula on the Formula Bar, and then press F4 to change it. • For example, click in B5 in the formula =A8*B5. Press F4, and the relative cell reference (B5) changes to an absolute cell reference ($B$5). • Press F4 again, and $B$5 becomes a mixed reference (B$5); • press F4 again, and it becomes another mixed reference ($B5). • Press F4 a fourth time, and the cell reference returns to the original relative reference (B5).

17. Inserting function

18. Function screen tip • Function ScreenTip, a small pop-up description that displays the function’s arguments

19. Function dialog box Input Values Function result Definition

20. Logical Function • The IF function evaluates a condition and returns one value if the condition is true and a different value if the condition is false. • =IF(logical_test,value_if_true,value_if_false) • The logical test is an expression that evaluates to true or false. • result is either true or false

21. Logical operators

22. vLookup Function

23. PMT Function Loan Monthly Payment Price Buy A Car Down Payment Terms of loan Interest Rate Decision

24. PMT Function

25. PMT Function

26. PMT Function

27. PMT Function

28. PMT Function

29. PMT Function

30. PMT Function

31. PMT Function

32. PMT Function

33. PMT Function • The PMT function calculates the periodic payment for a loan with a fixed interest rate and fixed term. • =PMT(rate,nper,pv,[fv],[type])

34. PMT Function • =PMT(rate,nper,pv,[fv],[type]) • The rate is the periodic interest rate, such as a monthly interest rate. • The nper is the number of total payment periods. • The pv is the present value of the loan.

35. Range names • Range names make it easier to specify ranges in formulas and find ranges within large spreadsheets • Must begin with a letter or underscore • Only letters, numbers, underscores, and periods • You can reference the range in formulas with the name instead of using absolute references

36. Range names • Grades - Acceptable range name • COL - Acceptable abbreviation for cost-of-living • Tax_Rate - Acceptable name with underscore • Commission Rate - Unacceptable name; can’t use spaces in names • Discount Rate % - Unacceptable name; can’t use special symbols and spaces • 2009_Rate - Unacceptable name; can’t start with a number • Rate_2012 - Acceptable name with underscore and numbers

37. Managing range names • Name Box • Name Manager Tool • Formulas->Name Manager • Can add, edit, or delete ranges names • Use in Formula • Paste Names as documentation • Find name for formula • Autocomplete will show range names, double click the name to fill it in

38. Day 6:Excel Chapter 3 Tazin AfrinTazin.Afrin@mail.wvu.edu September 05, 2013

39. Importing text • A text file is a data file that contains letters, numbers, and symbols only. • A delimiter is a character used to separate data in a text file. • A tab-delimited file is a text file that uses tabs to separate data.

40. Importing text • Data->From Text • Delimited/Fixed Width • Delimiters • Formatting

41. Text manipulation • Convert Text to Columns • Data->Text to Columns • Just like importing text files • CONCATENATE() • Combines text

42. Changing Case • PROPER() • Also known as title case • First letter of each word capitalized • UPPER() • LOWER()

43. SUBSTITUTE • SUBSTITUTE(text, old text, new text, n) • text: the text you want to make the substitution to • old text: the text you want to remove • new text: the text you want to replace old text with • n: which occurrence to change • If n is not specified, all text matching old text will be replaced with new text

44. Other text functions • TRIM() • Removes leading and trailing spaces • LEFT(text, n) • Returns the leftmost n characters of text • RIGHT(text, n) • Returns the rightmost n characters of text • MID(text, start, n) • Returns n characters of text, starting with the character in the position specified by start

45. XML Today’s world Industry DATA School Software University Hardware College Corporate offices

46. xml • eXtensible Markup Language • Each piece of data has a tag that specifies what it represents • A tag is like a label • HTML is a specific form of XML with limited tags (<h1>header</h1>, <b>bold</b>, etc.) • XML can have any tag

47. XML syntax • Element • Start tag, end tag, and data • Tags • Tags use angled brackets <> • End tags must have the same name as the start tag, but are prefixed with a / • <example>data</example> • Tags are case sensitive so you can’t end an <example> with </Example> • Comments <!-- comment tags do not need an end tag -->

48. XML Import • Data Ribbon->From Other Sources->From XML Data Import

49. Custom XML imports • File->Open->Select XML File • Choose “Use the XML Source task pane” • Drag elements to the desired cells • Right click on the XML area, XML->Import and select the XML file again • Excel will import the data in the format you laid out

50. Attendance • Record from the classroom Computers • Otherwise it will show FRAUD.