Contact: Alx Sanchez

The Student Support Center University of California

MS EXCEL 2007
QUICK REFERENCE GUIDE 2
Alx Sanchez offers a Microsoft Excel 2007 quick reference guide part II.
(c) 2010 UC Regents, Alx Sanchez, October 10, 2010.

Conditional Formatting
To help make the data easier to read, you can apply different conditional formatting
options to a block of data. For example, you can get a quick idea of how sales are going
in each division by applying a conditional format – all profit areas will be in black and all
loss areas will be in red. The more black you see at a glance, the better the overall report
will be!

Highlight some data and then click the Conditional formatting command in the Home
ribbon:

Highlight Cell This will highlight cells that are greater than, less than, between
Rules or equal to values that you can specify.
This option will allow you to highlight the top or bottom numbers
Top/Bottom Rules
or percent in the selected cells.
Will display colored bars that are indicative of the value in the
Data Bars cell. The higher the value compared to the rest of the data in the
group, the ‘taller’ the data bar.
Will use different shades of color to represent different values,
Color Scales
from low to high.
Icon Sets Will use sets of similar icons that will visually indicate a cell’s
value.

Zoom Slider
Use Excel’s Zoom feature to change the viewing scale of a work You can also left click on the current zoom amount (100% in the
sheet. By default, a workbook opens at 100% zoom. To adjust preceding image) to display preset magnification options, or to
this, use the zoom slider switch. You can drag the slider with enter your own custom level of magnification:
your mouse toward the negative (-) sign to decrease the zoom
level, or toward the (+) sign to increase the zoom level:

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Functions
Financial Functions  HLOOKUP finds a specified value in the top row of a
 DB finds the depreciation of an asset based on the range, and from the same column, returns a value from a
fixed declining balance method specified row
 DDB finds the depreciation of an asset using the  HYPERLINK creates a hyperlink to a document stored
double declining balance method locally, on your network, or the internet
 FV calculates a future value based on constant  INDIRECT returns the value associated with a given text
payments and constant interest rate reference.
 IPMT finds the interest payment based on constant  LOOKUP looks up a specified value in a one row or one
payments and constant interest rate column range of data
 ISPMT finds the interest paid on an investment over a  ROW finds the row number for a given reference
specific period  ROWS tells you the number of rows in a given range
 NPER finds the number of periods for an investment  VLOOKUP finds a specified value in the far left column of
based on constant interest and payments a table and returns from the same row, a value from a
 NPV calculates the net present value of an investment column you specify
 PMT calculates loan payments based on a constant
interest rate Database Functions
 PPMT calculates the payment on the principle for an  DAVERAGE averages values in a column according to
investment based on constant payments and interest conditions you specify
rate  DCOUNT count cells that contain numbers matching
 PV gives the present value of an investment conditions you specify
 RATE finds the interest rate per period on a loan or  DGET gets a record from an Excel database matching
investment conditions that you specify
 DMAX gets the largest number from a column in your
Date and Time Functions Excel database where the number satisfies conditions you
 DAY returns the number of the day from 1 to 31 specify
 DAYS360 calculates the number of days between two  DMIN retrieves the smallest number that meets your
dates based on 360 day years conditions from a column in the database
 HOUR gives the hour as a number from 0 to 23  DSUM sums numbers in a database that satisfy
 MINUTE gives the minute as a number from 0 to 59 conditions you specify
 MONTH gives the month as a number from 1 to 12
 NOW gives the current date and time Text Functions
 SECOND gives the second as a number from 0 to 59  CLEAN removes all characters that cannot be printed
 TIME converts hours minutes and seconds to an from the text
Excel serial number time  CONCATINATE joins together strings of text into one
 TODAY provides the current date larger string
 WEEKDAY gives the day as a number from 1 to  DOLLAR converts a number to currency formatted text
seven  EXACT will test two text strings to see if they are exactly
 YEAR gives the year of a serial number date, from the same
1900 to 9999  FIND will find the starting location of a string of characters
within a larger string
Mathematical and trigonometric functions  LEFT returns a specified number of characters from the
 ABS Gives the absolute value of a number start (left ) of a string
 ACOS calculates the arc cosine of a number in  LEN gives the number of characters in a text string
radians  LOWER converts any uppercase letters in a string to
 ASIN calculates the arc sin lowercase
 ATAN calculates the arc tangent of a number in  REPLACE will replace a part of a string with another
radians string
 CEILING rounds a number up to the nearest integer  RIGHT will give you the specified number of characters
 COMBIN calculates the number of possible from the end or right of a string
combinations  T tests if a cell value is text or not
 COS calculates the cosine of a given angle  TEXT converts a value to number formatted text
 EVEN rounds a number up to the nearest even  TRIM removes all extra spaces from a text string ( spaces
integer between words will stay)
 EXP raises the mathematical constant e to a given  UPPER converts a text string to uppercase
power
 FACT calculates the factorial of a number Logical Functions
 FLOOR rounds a number down to the nearest  AND will return the logical value true if all of the
significant number arguments you specify are true, and will return a logical
 INT rounds a number down to the nearest integer value of false otherwise
 LN finds the log to the base e of a given number  FALSE will return the logical value false
 LOG finds the log to any given base for a given  IF will test if a condition that you set is true, and return a
number specified value if it is, and another specified value if it isn’t
Lookup and Reference Functions  NOT will change logical values from true to false or false
 COLUMN finds the column number for a reference to true (not true is false, and not false is true)
 COLUMNS tells you the number of columns in a given  OR will return a logical value of true if any of the
range arguments are true and a value of false if both all
arguments are false
 TRUE returns the logical value of true

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