Unit 3 - Business Reporting thru Spreadsheet

MS Excel as Spreadsheet Software Book

1. Basics of Preparing Tabular Report using Spreadsheet

Learning Objectives
At the end the lesson, you are expected to:

1. discuss spreadsheet and its parts

2. explain the advantages and importance of using a spreadsheet software
3. manage files created in spreadsheet
4. manipulate the workbook
5. apply different view commands of the workbook
6. use the different commands to move around the worksheet

PRESENTATION OF CONTENT
 A Spreadsheet is a powerful software tool or solution in handling data. Spreadsheet is an office productivity
tool designed to manage complex data. Aside from spreadsheet as a software solution for handling data,
Database Management System (DBMS) like MS Access, Statistical Tool like SPSS, and Word Processing Software
(WPS) like MS Word can be used for handling data, too.
A spreadsheet is software application that can be used to organize data, do some analysis and present
graphically. The origin of creating a spreadsheet is the accounting worksheets used to record transactions in
order to perform computations. It is actually an electronic accounting worksheet or an electronic ledger.
Microsoft Excel, Google Sheets, LibreOffice Calc, SmartSheet, Quip, Zoho Sheet, EtherCalc and Airtable are
some of the popular Spreadsheets used.

 Advantages of Spreadsheet
The popularity of spreadsheet for organizing data and preparing tabular and graphical reports can be
associated to the following advantages:

1. Data are easily entered in cells.

2. Easy to organize data.
3. The worksheet can be easily formatted into table.
4. Formulas can be entered in cells which makes spreadsheets useful
5. Functions are available for common and even complex formulas
6. Data can be displayed in graphical form
7. Using spreadsheet requires minimal training

Disadvantages of Spreadsheet
While spreadsheet is very popular, there are drawbacks of this application.

1. Monitoring of who were the users is difficult.

2. Errors are still possible to happen.
3. Creating complicated reports and data visualization maybe time-consuming
4. Reporting maybe user bias where analysis maybe chosen from selected information.
Uses of spreadsheet files
With the advantages presented, these are some of the uses of a spreadsheet file:

1. For storing data (without worrying so much on the structure)

2. To reveal unknown values
3. For analysis of data (using formulas, functions, sorting & filtering, pivot table)
4. For graphical presentation (using graphs and pivot tables)
5. For statistical analysis and forecasting
Since, Microsoft Excel is very popular and most commonly used spreadsheet software, most of the discussions
here will be focused on it.
Microsoft Excel as a spreadsheet software is part of the Microsoft Office package. MS Excel is suited to use for
complex numerical data that you intend to analyze in depth. With MS Excel, you can manipulate data through
the use of formulas and functions. Moreover, you can explore possible outcomes based on available data and
prepare high quality charts which can be used to visually present information. Because of its feature and
functionality, it is often used because of its simplicity, popularity, availability and flexibility.
With spreadsheet, data are entered (or stored) in a cell which makes it different from a database where data are
stored in a field of a table. A file created in MS Excel or other spreadsheet software is called workbook. A
workbook has a worksheet as the working area and where data are entered. In a workbook, it is possible to
have multiple worksheets which are linked together.
The MS Excel environment

A worksheet is composed of rows and columns and the intersection of a row and a column is called cell. A
column is labeled using the letters, A…Z, AA…AZ, … XFA… XFD while a row is labeled using numbers from 1 to
1,048,576. A cell which contain a single unit of data is given a name normally the combination of the column
label and row label, i.e. A1, B1, Z6, BB7, SEX88.

o Ribbon. It contains the tabs & its commands. It replaced the menus and toolbars found in earlier
versions of MS Office. It contains 7 basic tabs, these are: Home, Insert, Page Layout, Formulas,
Data, Review and View.
o Title Bar. This shows the name of program and the name of workbook opened.
 o Quick Access Toolbar. A customizable toolbar that contains a set of commands that are
independent of the tab on the ribbon. You can add more commands in the Quick Access
Toolbar.
o Window Control buttons. It provides quick function in manipulating a window. [Close, Minimize,
Maximize/Restore]
o Name Box. It displays the name of the cell selected. It is also where you can define a name for
selected cell/cell range.
o Cell.    A box where you enter data. The intersection of row and column.
o Column header. The column labeled with letters identifying a column.
o Row header. The row labeled with numbers identifying a row.
o Zoom/Zoom Slide. Used to increase/decrease the amount of the document you see on the
screen.
o Formula Bar. It is a place where you can enter or view formulas or text. When a formula is
entered in a cell, the formula bar displays the formula used while the cell shows the result of
computation.
o Expand Formula Bar Button. This allows you to expand the formula bar which provide more
lines.
o Sheet (Worksheet) Navigation Tabs. It is where sheets are displayed. Every workbook starts with
1 sheet.
o Scroll Bars. It allows you to scroll vertically/horizontally in the worksheet.
o Views. Allows you to change view either Normal, Page Layout and Page Break View
o Insert Worksheet button. Used to insert a new worksheet in your workbook.
o Tell Me. A text field where you can enter words and phrases about what you want to do next
and quickly get to features you want to use or actions you want to perform.
Below is the WPS Office Spreadsheet environment.

If you try to compare it with Microsoft Excel, there are differences on the ribbon. The File menu in Microsoft
Excel is equivalent to Menu of WPS Office. The different tabs of the ribbon are the same except that the WPS
Office has the Tools tab.

Online Applications are into rise. Google develops Google sheets as an online spreadsheet software. Below is
the Google Sheets environment.
Working with the workbook
Launching Excel
-          Select from desktop or taskbar or Start Menu the MS Excel icon in order to launch the application
Opening a workbook
-          You can choose a blank workbook, use a template or open existing workbook from your computer.
A template is a ready-made format to be used for your workbook
o   When a new blank workbook is opened, you can now start typing data in the cells of the active worksheet
o   When a template is opened, modify the workbook according to your preference.
o   When an existing workbook is opened, you can make necessary modification in the worksheet/s.
The File Menu
-          Opening a new file or an existing file is discussed above.
-          Saving a new file
o   Click File à Save As/Save
o   Select the location (folder/drive) where to save the workbook.
o   Type the filename & set other details/options.
o   Click Save button.
-          Saving changes to an existing file is also the same with MS Word.
o   Click File à Save (or simply press Ctrl + S)
-          Saving using another filename, type or location
o   Click File à Save As
o   Select the location
o   You may now change the filename or type of file.
o   Click Save button.
 -          The Options command is almost the same with MS Word.
 
The View Menu
-          Most of the commands in view menu is the same with MS Word.
-          The formula bar, Headings (both column and row) and the gridlines that show separation of each cell
can be hidden or be displayed in the View menu by simply clicking the appropriate check box.
-          The Freeze Panes is used to freeze certain column or rows so that as you scroll to the right or at the
bottom, the freeze columns or rows will not disappear.
Moving around the worksheet
Data are entered per cell. When data is entered in a cell, you can press tab key to proceed to the next cell right
or enter key to proceed to the next cell below.
The active cell is the thickened border. The active cell is ready for an input.

Worksheet showing the active cell

-          Notice that the Name box shows B3 because the active cell is B3.
-          You can edit the content of the active cell by pressing F2 or in the Formula bar.
In order to move around the worksheet, you either use the: a) Arrow keys, b) Scroll bars, or Mouse.

Renaming a worksheet

o Right click on sheet tab 

o Choose Rename
o type the new name  for the worksheet 
OR

o Select Format in Home tab

o choose Rename Sheet
o type the new name  for the worksheet
Inserting a worksheet

o Click the New Sheet button in the Sheet tab

OR

o Press Shift + F11

OR

o Select Insert in  Home tab à choose Insert Sheet

Deleting a worksheet

o Right click on the sheet on sheet tab

 o choose Delete
o confirm deletion
OR

o Select sheet to delete

o Click Delete in Home tab
o choose Delete Sheet.
Freezing/Unfreezing worksheet panes
Freeze panes – freezing (locking) selected rows or columns

o Select the row below or column @ right you want to freeze

o choose View tab
o Click Freeze panes
o Choose either Freeze Panes/Freeze top row/Freeze First Column
To UNFREEZE: Click Freeze pane à choose Unfreeze pane

Formatting Fonts

 Select the cell/cells to format

 Format either changing the font, font size, font color, font style
Aligning Data

o Select the cell/cells to align

o Choose the alignment to apply
Merging Cells

oSelect the cell/cells to merge.

oClick Merge Cells à choose Merge & Center, Merge Across or Merge Cells
To Unmerge Cell

o Select the merged cell à choose Merge Cells à Unmerge Cells

To Apply Borders

o Select the cells where to apply borders C

o Click the arrow beside the Border command (in the Home Tab)
o Select what border to apply and other options.
To Apply Fill Color

o Select the cell where to apply the fill

o Click the arrow beside the Fill command (in the Home tab)
o Select cells what color to apply.
To Apply a Number/Data Format.

o Select the cell/s that you format

o Select the Number format using the commands in Number group.
o The Number format combo box shows you choices such as: General,
o Number, Currency, etc.
o If you intend to put a thousand separator, click Comma Style.
o If you convert a numeric value into percentage, click Percent Style.
 o If you want to increase or decrease decimal, then click either the decrease decimal or increase
decimal command
Note:   You also format cells by activating the Format Cells dialog box by clicking the Dialog Box Launcher
either in the Font, Alignment and Number group.

   

 
    Format Cells Dialog Box Showing the Different Tabs
 Changing row height

o Select the row/rows to format (highlight row/s)

o Click Format in the Home tab à Choose Row Height à type Row height value à click OK
You can also click and drag (the lower edge of) the selected row/s to resize.
Changing column width

o Select the column/columns to format

o Click Format in the Home tab à Choose Column Width à type Column width à click OK
You can also click and drag (the right edge of) the selected row/s to resize.
Entering data in a cell

o Select the cell where to enter data

o Type the data value in the cell
o Press enter key or tab key. Enter key to proceed to the cell below while Tab key to proceed to
the cell on the right.
Entering a number/date left aligned

o Type single apostrophe then the data value (ex: ‘12/15/1954)

Using the Fill handle

Fill Handle of Selected Cell/s

 Filling a formula into adjacent cells

o Select the cell where formula is à click & drag the fill handle
 AutoFill values
o Type the first two values à select the typed values à click and drag the fill handle. (For example:
type 1 & 2 in two adjacent cells, highlight then drag the fill handle)
o Values where autofill applies: number, date, day of the week, month.
o Another Example: type January in cell A1, then drag the fill handle to the next cells (either to the
right or at the bottom)

2. Organizing and Enhancing the Tabular Report

Learning Objectives
At the end the lesson, you are expected to:

1. Analyze the given problem or data available;

2. Apply appropriate cell referencing in the worksheet;
3. Setup data validation appropriate certain values;
4. Create a conditional format on certain values;
5. Arrange data using criteria;
6. Filter data in order to view specific data;
7. Group data into sections or categories; and
8. Convert worksheet into table format.
 
PRESENTATION OF CONTENT

Cell Referencing
In order to maximize the power of a spreadsheet software, it is very important to learn how to properly
reference cells. With cell referencing, you’ll be able to prepare correct formulas and interconnect worksheets.
Cell referencing allows you to get or compute certain values. To reference a cell, always start with an equal sign.
For example:
·         =A2           -means getting the value of A2.
·         A1:E1        -means you are referring to the values of A1, B1, C1, D1 and  E1.
                  This is specially used in functions, for example =sum(A1:E1).
Cell Referencing in the same worksheet.
To reference in the same worksheet, what is important is to know the cell name (or address) where to get data
values. For example:
·         =A2+B2                -means getting the sum of the values in A2 and B2 on the    
                               same worksheet
·         =average(A2:D2)  -means getting the average of A2, B2, C2 and D2.
                              Note: =average(A2:D2) and =(A2+B2+C2+D2)/4 is not the
                                          same if a certain cell is null (no value). The Average
                                          disregards the cell with no value.
·         =Rate * Days        - assuming Rate and Days are defined name of a 
                              column or range. To define a name, select the range of cells
                              and then type the name in the Name Box. For example:
                              B2:B10 will be for Rate and C2:C10 will be for Days,
                              so instead of using the cell name, the defined name will be
                              used. With this, it is easier to refer to a data set in Excel.
Cell Referencing to another worksheet.
In referring to a value from another sheet, it is important to know the sheetname and the cell name. The syntax
is:
=SheetName!CellAddress.
Note: A worksheet name can be renamed, so it is important to check on it.
Type the SheetName, followed by an exclamation point and then the CellAddress where the value is located.
For example:
·         =Sheet1!A2           -means getting the value of A2 in Sheet1 (assuming you are
                              typing this is another sheet.
·         =sum(Sheet1!A2:E2)        –means getting the sum of A2, B2, C2, D2, and E2
                                          from Sheet1 and placing in the sheet where this
                                          formula is placed.
·         =Data!Rate * Data!Days  - Assuming the source of data (sheet) is named Data,
                                          while the range of values for Rate per day is defined
                                          Rate and while Days is for the range of values of the
                                          number of days worked.
Cell Referencing to another workbook.
            The syntax of referencing to another workbook (or file) is:
            = [WorkbookName]SheetName!CellAddress
            For example:
            =[Input.xlsx]data!Rate * [Input.xlsx]data!Days
            Input is the workbook name, data is the worksheet name and Rate and Days are define name for a
range or values.
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Data Validation
Data are important therefore it should be stored and handled well. But data entry is a sensitive task because
once you enter data that is out of the range of possible values, then results may yield incorrect values. One of
the ways we can limit the possible values we enter in a range of cells is the use of data validation.
Data validation is a method of regulating cells on possible data values entered in a range of cells. With data
validation:
a) The user is reminded of the limit that can be entered in the range of cells. For example, we have a Sex
column which accepts “Male” or “Female” only, or a Quantity column which accepts values from 0 to 1000 only,
then the data validation is a good solution to detect possible values that are out of range.
b) It controls what data is inputted in a cell. For example, the user can only enter or select the year level or age
bracket. With this, it ensures the consistency of data together with its accuracy.
Data validation can be used:
a)      When data is limited and can be chosen from a dropdown list.
b)      In order to prevent duplicate values such as employee ID number and Item code.
c)      When data should either be numeric, text, or date only
d)      When text should be uppercase only
e)      Data have a maximum length
f)       In order to prevent future dates to be entered or even previous dates
g)      When data should be validated based on entries in another cell
h)      If data contains certain specific text
 
Applying Data Validation
1.      Select the cell or range of cells (with the same criteria) where to apply a data validation.
2.      Select Data tab. The Data tab  is shown below.
3.      Select Data Validation from the Data Tools group. The Data Validation dialog box appears.
4.      Setup the criteria, the appropriate input message and error alert text.
The Settings Tab. Set the Validation Criteria on  Allow:  combo box. In every criterion, the Data: combo box
varies. Below are the choices for the Data:  options and criteria:

 o   Any value. This is the criteria by default and the cell/s can accept any data.
o   Whole Number. It will accept whole number only. The possible choices in Data:  are: between,
not between, equal to, not equal to, greater than, less than, greater than or equal to, less than or
equal to. For example:

- if you wish the cell or cell range selected to accept data from 0 to 100 only, then you can
choose the Between  criteria, and set the minimum value to 0 and the maximum value to 100. 
- If you wish to the cell or cell range to accept data greater than 1000, then select greater than
then set the value to 1000.
o   Decimal. This is the same with whole number except that this accepts numbers with decimal
values. Options and criteria setting will be the same.
o   List. It allows you to set up possible choices only.

- If you wish the cell range selected to have either “Male” or “Female” only, then set
the Source:  text box by typing: Male, Female.
- If there is a source of possible values, then type the cell reference or click and then select the
range of cells where the choices are typed. For example, the source of possible values is on Z1
to Z10, then type: $Z$1:$Z$10.
o   Date. It accepts date values. The setting is the same with setting a whole number.

-  Example 1: if you restrict data in which date to be entered is not greater than the current
date, then select greater than and the value should be =now() or =today().
-  Example 2: if you restrict data between two dates, then you may choose between, then set
the start date and the end date. For instance you want to limit date entry between 1/1/1900 to
present, then the start date will be =1/1/1900 and the end date will be =today()
o   Time. It accepts time values. The setting is the same with setting a whole number.
o   Text Length. It accepts a certain number of characters. The setting is the same with setting a
whole number. For example, if you intend that the cell range selected will only accept text from 1
to 15 characters, then set the minimum to 1 and the maximum to 15.
o   Custom. It allows you to put a custom formula in order for data to be valid in the cell range
selected. For example, you can only input a value in cell C1, if values entered in A1 >25 and in B1
<100, then you can have the formula: AND(A1>25, B1<100). Take note that the two conditions
must be true in order for you to enter a value in cell C1.
 5.      The Input Message. The input message  serves as a guide for the user on what data can be entered in the
cell  and it  appears whenever the cell is active. Type the Title of the Input Message and the Input Message that
appears. For example, you want the cell range selected to accept values between 0 and 100, then you can have
a Title: Range of Value  and an input message: enter value 0 – 100 only.
6.      The Error Alert. An error message appears when the value entered violates the criteria. Set the style, either,
STOP, WARNING or INFORMATION. Type the Title of the Error Message and the Error message you intend to
place. Be sure that the error message is appropriate to the criteria setting you have set. For example, the
criteria accepts values between 0 and 100, the possible error message is. “Out of range! Enter 0 – 100 only.”
7.      Click OK when done.

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Conditional Formatting
Imagine if your workbook has thousands of row data. Can you easily see trends and patterns? One way to
immediately see trends and patterns is through conditional formatting. Conditional formatting  is a way to
automatically apply formatting depending on conditions. Formatting maybe changing colors, icons and data
bars.
For instance, you want to immediately see the top ten sellable products, then format it using the conditional
format so it will automatically change whenever data are modified. Assuming we have the data. (see figure
below)

Sample Data
To apply a conditional formatting
1.      Select the range (for example: amount of sales) of values to format.
2.      Click Conditional Formatting in the Home tab. A dropdown menu list appears.
3.      Select the Conditional Formatting type to use. (for example: Top/Bottom Rules)
4.      Select the desired rule to use. (for example: Top 10 items,) 
5.      Set some options or conditions for the conditional format. (see example below). The data will format the
top 10 items with a custom format (in this example: Bold and colored blue)
6.      Click OK button when done. The conditional formatting will be applied on the selected range of cells. 
Take note that there are different pre-defined rules to be used.
-       For Highlight Cells Rules, options are: Greater than…, Less than…, Between…, Equal to…, Text that
contains…, A Date Occurring…, and Duplicate Values... Here, you need type the value as basis for the format
together with the format you want to apply
-       For Top/Bottom Rules,  options are: Top 10 items…, Top 10%..., Bottom 10 items…, Bottom 10%... Above
Average…, and Below Average…
Though it shows top/bottom 10/10%, the value can be changed by changing the value and also its
corresponding format to apply.
-       For Data Bars,  you select  options from Gradient Fill or Solid fill. The data bars are horizontal bars added
to the selected cells, just like a bar graph.  You can change the fill by clicking on More Rules.
-       For Color Scales, select from the color scales available. A Color scale will change the color of the selected
cells based on the values, normally on a two-three color gradient. For example, if you use two-color scale, it is
more likely that you format the highest and lowest value. If you use three-color-scale, you may have the
highest, midpoint and lowest value.
-       For Icon Sets, select options either from Directional, Shapes, Indicators and Ratings. An Icon Set will add
an icon based on the value of the selected cells.
Below is a sample worksheet where Data Bars, Color Scales and Top/Bottom Items are used for conditional
formatting.
You can also use the New Rule… to create and apply the rule you set on your own. While, you can use
the Manage Rule… to edit, delete and even add new rules. Take note, that you can set more than one
conditional format in the same selected range of cells. For example: if you intend to have a different font color
for Male and Female in a column for sex, then you set separate conditional format for the two values. 

Using the New Formatting Rule dialog box

1.      Select the cell/range of cells to format
2.      Click Conditional Format then Select New Rule. The New Formatting Rule dialog box will appear. 
3.      Select the Rule type
4.      Edit the Rule Description. Note: The Rule description may differ. It is based on the rule type chosen
5.      Click OK button when done.
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Sorting
Sorting data is a way to reorganize the content of worksheet, usually in alphabetical, and numerical either from
ascending or descending order.
To sort:
1.      Select the range of cells (or columns) to sort.
-       For ordinary worksheet, if you did not select the columns, then only the present column will be sorted.
-       For worksheet converted as table, you don’t need to select the entire table, you may just position the
active cell in the column to be used as criteria.
2.      Select Sort A to Z, Sort Z to A or Sort Command.
-       If Sort A to Z or Sort Z to A is selected, then automatically the range of cells will be sorted from lowest to
highest using the first column as basis.
-       If Sort is selected, the Sort dialog box appears. 
-       With the Sort dialog box, you can set the column to use as criterion in the Sort by, then the Sort On and
Order. If you have another criterion (secondary) to use, then click Add Level to add a new level.  Click OK when
done

-----------------------------------------------

Filtering
Filtering is a way of finding information quickly by narrowing down the data in the worksheet. This is especially
useful if your worksheet contains a lot of rows of data. Note: Filtering will work well if your worksheet has
headers that will be used to identify every column.
To filter:
1.      Be sure to position the active cell in the data you have in the worksheet.
2.      Click Filter command in the Data tab. (see a sample worksheet below with filter drop down arrow in every
column of data.
 3.      Select the column you want the filter to apply by clicking the Drop down arrow. For Example:  Click on
Category.
4.      The Filter drop down list appears. 
5.      Click on the check box of (Select All), then select what to display only. For example, you just click on HDD,
then click OK button. The rows with HDD category will only appear on your worksheet.
Note:
-       You can have multiple filters, for example after filtering HDD, you can filter by Amount of Sales, and so on.
-       You can remove or clear a filter by clicking the column that you used for filtering and click the (Select
All) again.
-       You can have advanced filtering, in the figure above, Text Filters (see figure below) can be used. Number
Filters, Date Filters  are among the options for advance filtering. For example, you will have an advance filtering
in the Amount of Sales column, then you click Number Filters. You will see the options for the filtering. (see
figure below)

----------------------------------------------
Grouping and Ungrouping
Group is a way to organize data into sections. This command is very important if there are a lot of columns or
even rows in your worksheet. Grouping into section will help you view certain portions of the worksheet at a
time. For example, if we have the worksheet below, we can group them by quarter.
To Group:
1.      Select the columns (or rows) to group by click and dragging the column headings. For example, Select
Column Headings B to D.
2.      Click Group command from Data tab. A grouping sign will appear on top of the column. Repeat the same
procedure to group other columns (or rows). 
-       To Hide a group, simply click the minus sign (Hide detail button).
-       To Unhide (show) a group, simply click the plus sign.
-       To remove a grouping (Ungroup), select the grouped column (or row), then click Ungroup command from
the Data tab.
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Formatting worksheet into table
Tables are very important in data management. In real DBMS, tables is where data are stored and therefore it is
very important to create a good table. In spreadsheet, a worksheet is seen as a table but it does not have the
other features of a real table. Converting the worksheet as table gives you a better look of the workbook and it
is a way to better organize your data.
To format data as table:
1.      Select the range of cells of data you want to format as table.
2.      Click Format as Table in the Styles group of Home tab.
3.      Select the Table Style you want to apply.
4.      After selecting the table style, verify the range where data is; you may change if necessary. Click check
box in My table has headers if you included the headers of the different columns of data.
5.      Click OK when done.
NOTE: You can add a form, either in your Quick Access toolbar or in your ribbon. The Form will allow you to
manipulate the table created, such as adding, editing, viewing and editing rows without scrolling through the
content of the table.
To display the Form Command
1.      Go to File, select Options.
2.      Choose either Customize Ribbon or Quick Access Toolbar.
With Customize Ribbon, you can make modifications with your Ribbon’s content
Wit Quick Access Toolbar, you can add to or delete commands from the Quick Access toolbar
-       In this procedure, let us select Quick Access Toolbar
3.      Set the Choose commands from:. Here, you may select All Commands or Commands not in the Ribbon.
4.      Search for Form and click Add>> button.
5.      Click OK when done.

Notice that the form displays the different column headings and the individual content of the row which we call
record. In the form, you can add a new record, delete an existing record, modify the content of a record, view
record using the scroll bar or using the Find command. You can also set criteria when searching for records.

3. Data Reporting & Analysis using Formulas and Functions

LEARNING OBJECTIVES
At the end the lesson, you are expected to:

1. analyze given problems and computations;

2. recall the basic operators used in mathematics;
3. apply the operators in creating correct formulas in MS Excel;
4. use functions in preparing reports; and
5. apply appropriate functions in the workbook.

PRESENTATION OF CONTENT

Formulas
A formula is nothing new, the first time that you were asked to add 1 + 1, you are already using a formula. In a
spreadsheet software like MS Excel, a formula is a very powerful feature that allows you to see immediate
values on cells when data are available in the reference cells.
In creating a formula in MS Excel, always start with an equal sign (=) followed by the appropriate expression.
For example, you would like to add the values 1 and 5, then the appropriate formula is = 1 + 5; or you want to
add the values of cells A1 and B1 and place its value in C1, then in C1, type =A1 + B1.
Below are the mathematical operators (or symbols) that can be used in creating formulas:
Operator Symbol Name Purpose Examples
+ Addition (plus) To add values = 34 + A2
= A1 + B1
- Subtraction To subtract values = A2 - 43
(minus) = A1 - B1  
* Multiplication To multiply values = A1 * 3% or =A1 * 0.03
(asterisk) = A1 * B1
/ Division (slash) To divide values. = A1 / 2
= A1 / B1
Grouping To group and show order = (A1+B1) * (B1/C1). This
(parentheses) of operation. formula evaluates first those
MDAS rule applies to expressions inside the
formulating formulas in parenthesis and then moves
spreadsheet outward.
 
Take note that operators can be combine just like you do in mathematics. You can combine operators and
constants, for example: =(a2 * B2) + ((C3 + 100)/D2). Notice that the grouping used is only the parenthesis,
never use square brackets or curly brackets. Once the formula is entered into the cell, the cell displays the
computed value while the formula bar display the formula used. If you want to edit the formula, you may edit
on the formula bar or press F2 to activate the cell.
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Review...
Cell Referencing
In preparing formulas, it is very important to know cell references. With proper understanding on cell
references, you will be able to prepare reports successfully. There are different ways of cell referencing, these
are: a) relative reference, absolute reference and mixed reference.
Relative Reference

The formula placed in D2 which is =b2* c2 means that D2 points to B2 and C2. When you press Enter key after
typing the formula, the result will be shown. You can copy D2 and paste it on D3 to D6, with this the formula is
copied but the cell reference automatically adjusts, meaning that D3 reference to B3 and C3. Another way to
have the formula be copied is the click on the Fill handle of D2 then drag it downward.
Absolute Reference
Notice the formula placed in J4, there is $ before i and 1, this is absolute reference. When you click the fill
handle of J4 and drag it downward until J9, only the i4 changes but $i$1 will be carried over. The $ therefore
before the column and row heading would mean the cell reference will be fixed even if you copy and paste it
on other cells.
Mixed Reference
Notice the formula in C6, the $ sign is only placed before the row number, this means that when you click and
drag downward, the $B2 will not change but when you click and drag to the right, say on the column of
February, B$2 will be change into C$2, in March, it will be D$2, and so on. See the figure below and observe the
activated H10, the formula is =H20 + G10 * G$2. Row 2 never changed when the formula in C6 was copied and
pasted.
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Functions
            There are cases that with the use of formula, it may give you a very lengthy formula. Also, there are
formulas that are too complicated which is difficult for you to formulate. Functions  are available in MS-Excel in
order to ease users in formulating formulas. A function is a ready-made or pre-defined formula prepared by
MS-Excel. When functions are used well, preparing formulas would be easy and fast.
The syntax of a function:
For example: =sum(a1:e1)
-          it starts with an equal sign (=)
-          followed by the function name, in the example it is sum,  then
-          the argument or expression, in the example, it is a1:e1.
            The purpose of functions is to serve as alternative to lengthy and complicated formulas. A function can
be combined with other functions and operators. For example: =sum(a1:e1)/5.
            Below are the categories of functions available in MS-Excel.

1. Financial. These are functions on financial and accounting such as computing an interest or depreciation
value.
2. Logical. These are functions for logical or conditional expressions such as determining what to use or
what value to be placed.
3. Text. These are functions to manipulate text such as combining text coming from different cells or
truncating text.
 4. Date & Time. These are functions to manipulate date and time such as computing the difference
between two dates or getting the system date.
5. Lookup & Reference. These are functions for lookup and reference such as looking for a value to use
from a table or range of cells.
6. Math & Trig. These are functions used in mathematics and trigonometry.
7. Statistical. These are functions used in statistics such as computing the average of values or getting the
ranking of values.
8. Engineering. These are functions needed in engineering computations.
9. Cube. These are functions in manipulating cubes.
10. Information. These are functions that will return a value or information or evaluates information.
11. Compatibility. These contain functions from old version, particularly version 2007. Some of the functions
in Math & Trigo or in Statistical in the older versions are placed here.
12. Web. These functions return a URL-encoded strings. Functions under Web are only available with the
new versions of MS-Excel.
 Creating a function using the AutoSum command
            The AutoSum command in Home Tab will allow you to automatically insert Sum function. But if you
click the down arrow key of the AutoSum command, there are other functions available such as Average, Count
Numbers, Max and Min. You just select one of the functions displayed you would like to use. The shortcut key
for AutoSum is Ctrl + =.

Here are some of the functions in MS-Excel.

 Sum function - It is used to get the sum of values of a cell range.

       Syntax: =sum(num1, num2, ...)
                        If you get the sum of a range, specify the start and end of cell range, with colon in between.
       Example1: =sum(7, 11, 9, 15)  - This will get the sum of the numbers inside the parenthesis
Example2:  =sum(A2:Z2)         - This will get the sum of A2 - Z2.

 Average function – It is used to get the average of the value of a cell range.
            Syntax:              =Average(num1, num2, ...)
If you get the sum of a range, specify the start and end of cell range with colon in between
Example1: =average(2, 4, 6, 9, 7) – It will get the average of the numbers inside the parenthesis
Example2: =average(A2:J2)      - It will get the average of A2 through J2.
Note:   If there are cells in the range that have no values, average function treats it to be null and will not be
included for the computation.
For example, if cells B2 and E2 have no values, then average function will give a computed value using only 8,
but if you would like cell/s with no value to be part of the computation (as if treated as 0) then use the formula:
=sum(A2:J2)/10.

 Count function – It counts how many cells have numeric values

Syntax:  =count(range)
Example: =count(a1:e1) – if one of the cells in the range has no value or its value is text, then it will not be
counted.

 Max function – gets the highest value in the given range or values
Syntax:            =max(range)
Example: =max(a2:e2)            - if for example, the values of A2, B2, C2, D2 and E2 are 20, 16, 45, 19, and 40
respectively, then the function will give a value of 45.
  Min function – gets the lowest value in the given range or values.
Syntax:  =min(range)
Example: =min(a2:e2)             - if for example, the values of A2, B2, C2, D2 and E2 are 20, 16, 45, 19, and 40
respectively, then the function will give a value of 16.

 If function – This is used to create conditions, in which the result or value will be based on the
condition.
Syntax: =if(condition, value_when_ TRUE, value_when_FALSE)
        Example1: =if(b2>=75, “Passed”, “Failed”)
        The condition is B2 >= 75. If the value in B2 is 88, then the condition is True, so the value that will be
displayed is Passed. If the value in B2 is 69, then the condition is False, so the value that will be displayed is
Passed.
Example2: =If(C2>=12, 5000, 2500) - this will display the value of 5000 or 2500 depending on the value in C2
It is also possible to have multiple if function in the same formula, for example you are to compute the tax with
the following conditions:
       Condition (Assuming GrossPay is in E2)                                                            Computation of tax (cell F2)
                      If GrossPay (cell E2) >=100000                                                                                        E2 * 35%
                      If GrossPay (cell E2) >= 50000 but less than 100000                      E2 * 20%
                      If GrossPay (cell E2) <50000                                                                                              E2 * 12%
The possible formula to be placed in F2 is: 
=If(E2 >= 100000, E2 * 35%, if(E2 >= 50000, B2 * 20%, B2 * 10%))

 Round function – this rounds a number to a specified number of digits

Syntax:  =round(number, Num_of_decimal)
Example1:       = round(123.4567, 1)  -The result is 123.5
Example2:       =round(123.4567, 0)   - The result is 123
Example3:       cell A2 contains the value of 68.7541, then the function is: =round(A2, 2)              - The result is
68.75.
Note: you can have a formula in the first argument of the function.
Example: =round(A2 * 10, 2)

 Int – This rounds the number down to the nearest integer. This simply gets the integer value of a
decimal number. 
Syntax:  =int(number)
Example: =Int(45.65) the result is 45 since it will just get the integer value.

 Concatenate function – It is used to combine two or more literal values.

Syntax: =concatenate(text1, text2, text3, ...)
Example1: =concatenate(“Arvin”, “Alonzo”)            - The result is ArvinAlonzo
Example2: to demonstrate having a space in between concatenated text
             =concatenate(“Arvin”, “ B. “, “Alonzo)   - The result is Arvin B. Alonzo
Example 3: Assuming that cell A2, B2 and C2 have values Arvin, Buncad and Alonzo respectively, and you would
like to combine it with spaces in between, then the function is
                        =concatenate(A2, “ “, B2, “ “, C2)

 Sumif function – It gets the sum of a range using a specified criteria

            Syntax:   = sumif(range, criteria)
            Example: =sumif(a2:e2, “>=5”)
Assuming the values of A2 to E2 are 5, 3, 6, 7, and 8 respectively, and “>=5” is the criteria. The result will be 26
since 5 + 6 + 7 + 8 = 26, 3 is not included.

 Power function – It gives a value of a number raised to a power.

Syntax:   =power(number, power)
Example: =power(2,3)            It will return the 2 raise to 3 value which is 8.
An alternative to power is: =2^3

 Sqrt Function – it gives the square root value of a number.

Syntax:            =power(number, power)
Example: =sqrt(9)       - this returns a square root value of 3.

 Left function - It will get a substring of characters from left based on the number of characters.
Syntax:            =left(text, no_of_characters)
Example: =left(“University”, 4)         - this returns a value of Univ

 Right function - It will get a substring of characters from right based on the number of characters.
Syntax:            =right(text, no_of_characters)
Example: =right(“Alonzo”,2) - this returns a value of zo.

 Mid function - It will get a substring of characters from left based on the number of characters.
Syntax:            =left(text, starting_number, no_of_characters)
Example: =mid((“Alonzo”,2,3) –this returns a value of lon.

 Upper function - it will convert all letters into uppercase.

Syntax: =upper(“text")
=upper(“Arvin")          it will return a value ARVIN

  Lower function - it will convert all letters into lowercase.

Syntax:  =lower(“text")
Example: =lower(“Arvin")      it will return a value Arvin

 Proper function - it will convert the first letter into uppercase

Syntax:  =Proper(“text")
Example: =proper(“arvin alonzo")     it will return a value Arvin Alonzo

 Today function – it returns the system date today.

Syntax:  =today()

 Now function – it returns the system date and time.

Syntax:  =now()

 Days360 function – it returns the number of days between two dates based on a 360-day year.
Syntax:  =DAYS360(start_date, end_date, [method])  
Note:   Method is either False or False. False for US method, True for European method.
Method is optional, if not placed it automatically treated as False.
Example1:  =DAYS360(A54, TODAY())     - it gives the number of days difference of the date in A54 and today.
Example2:  Cell B2 and C2 have values 1/1/2020 and 1/10/2020.
                   =Days360(B2, C2)           - it returns a value of 9.
Example3: Cell B2 and C2 have values 1/1/2018 and 1/10/2020.
                   =Days360(B2, C2)/360    - it returns a value of 2.025.
                   =int(Days360(B2, C2)/360)         - it returns a value of 2.

 Yearfrac function – it calculates the fraction of the year represented by the number of whole days
between two dates.
Syntax: =Yearfrac(start_date, end_date, [basis])
            Note: It has a value of 0,1,2,3, or 4. 0 computes US 30/360, 1 computes Actual day/Actual of Days in a
year, 2 computes Actual days/360, 3 computes Actual Days/365 and 4 computes European 30/360. Basis is
optional and its default value is 0.
Example1:  = YEARFRAC("12/12/2000", "11/15/2019")     - it returns a value of 18.925
Example2:  Cell B2 and C2 have values 1/18/2020 and 1/10/2020.
            =yearfrac(B2, C2)       - it returns a value of 2.025

 YEAR function – it returns the year corresponding to a date in the argument.

Syntax:  =Year(Date)
Example1:  =Year("12/15/2020")  - it returns a value of 2020.
Example2: Cell B2 has a value of 12/15/1974 
      =Year(B2) - it returns a value of 1974

 Month function – it returns the month corresponding to a date in the argument.

Syntax:  =Month(Date)
Example1:  =Month("12/15/2020")  - it returns a value of 12.
Example2: Cell B2 has a value of 2/15/1974 
      =Year(B2) - it returns a value of 2

 Lookup function – it searches a value in a single row or column and returns a value from the same
position in a second row or column
Syntax: =LOOKUP(Value, Lookup_Range, [Result_Range])
            Value is the value to search for in the range.
            Lookup_Range is single row/column of data sorted in ascending order.
  A B EXAMPLE Result/Output
1 Product Price/kilo    
2 Apple 70 =lookup(“Apple”, A2:A4) The result is Apple
3 Banana 50 =lookup(“Apple”, A2:A4, B2:B4) The result is 70
4 Orange 75 =lookup(“Grapes”, A2:A4, B2:B4) The result is 120
5 Grapes 120    
 

 Vlookup function – it is to find values in a table or a range by row.

Syntax: =Vlookup(lookup_value, table_array, col_index_num, [range_lookup])
            Value is the value to search for in the range.
            Table_array is the range of cells or name of the table
            Col_index_num is the column containing the value to be return.
  A B C D E
1 Retail Wholesale RETAIL WHOLESALE
Product Price Price
2 Apple 80 70 Enter Product below Enter Product below
3 Banana 70 50 Apple Orange
4 Orange 85 75 Price is Price is
5 Grapes 150 120 =vlookup(D3, A2:C5, 2) =vlookup(D3, A2:C5,
 3)
       The result is 80                  The result is 75
 

 And function – it determines if all conditions in a test are TRUE. Returns a value True when all conditions
are satisfied.
Syntax: =and(condition1, condition2, …, conditionN)
Example1: =AND(A43<=100000, B43>=50000)
Example2: =if(AND(a44<=100, b44>=50), "w/in range", "out of range") 

 Or function – it determines if one of conditions in a test is TRUE. Returns a value True when one of
conditions is True.
Syntax: =OR(condition1, condition2, …, conditionN)
Example1: =OR(A43<=100000, B43>=50000)
Example2: =if(OR(a44<=100, b44>=50), "w/in range", "out of range") 

 Pmt function – it determines the loan payment for a loan.

Syntax:  = Pmt(rate, nper, pv, [fv], [type])
            Rate is interest rate
Nper is the total number of payments for the loan
pv is the present value
fv is the future value (optional); Type is when payments are made which is either 0 (end of period) and 1
(beginning of period).
      Example:
  A B
1 Loan Amount: 50000
2 Interest Rate 5%
3 Period (in months) 60
4 Compounding periods per year 12
5    
6 Monthly Payment =PMT(B2/B4, B3, -B1)
The result is 966.64, which means this is the monthly payment.

 SLN Function – computes the depreciation value (yearly or monthly) of an asset/item.

Syntax: =SLN(Cost, Salvage, Life)
Example: =SLN(E1, E2, E3)  this is the formula to be applied in H1 with a value of 1800.00
 

 DB function – computes the depreciation of an asset using a fixed-declining balance method

Syntax: =DB( cost, salvage, life, period, [month] )
Cost is the initial cost of the asset/item
Salvage is the salvage value of the asset at the end of the depreciation period.
Life is the number of periods of the depreciation of the asset/item.
Period is the number to be used for the computation of the depreciation
            [month] specifies the number of months of the year to be used in computing (optional)
 Example:
            There are more financial functions that can be used such as interest rate conversion, series of periodic
constant cash flows, depreciation and amortization.
Below are other Statistical functions
            Assuming we have the data on a worksheet:
  A B C D E F G H I J
1 23 25 27 21 19 25 40 35 50 63
 

 Median                                       =median(A1:J1)       - result is 26

 Mode                                          =mode(A1:J1)          - result is 25
 Standard Deviation(Population)                                 =Stdev.P(A1:J1)   - result is 13.58528616
 Standard Deviation(Sample)      =Stdev.S(A1:J1)      - result is 14.32014898
 Variance (Population)                =Var.P(A1:J1)          - result is 184.56
 Variance (Sample)                     =Var.S(A1:J1)          - result is 205.0666667
 Min                                             =min(A1:J1)             - result is 19
 Max                                            =max(A1:J1)            - result is 63
So that in case you want to get the range, then the formula is: =max(A1:J1) – min(A1:J1)

4. Data Visualization using Charts, Pivot Chart

Learning Objectives
At the end the lesson, you are expected to:

1. analyze data sets

2. use appropriate chart for a certain data set
3. create a pivot chart
4. create a dashboard to display summary reports
 
PRESENTATION OF CONTENT
A chart is a way on how to interpret and present data in a graphical form. Basically, there are three types of
graphs, these are: Bar graph, Line Graph, and Pie Chart. Other charts emanate from these three. When creating
a graph, it is important to choose the appropriate graph for a certain data sets. It is awful if you just use any of
the graph types, each graph has its purpose and use.
Bar graph. It is normally used to compare more than two data sets, for example: comparing the sales of the
different products or the monthly sales of the different sales agent.
Line graph. It is used to compare data over a period of time, for example: comparing the monthly sales of your
products from January to December.
Pie chart. It is used to show a portion of a whole. For example, what portion of the of the total sales is coming
from branch A, branch B, etc.?

Excel Chart Types

Below are the chart types that can be used
·         A Column or Bar chart is best used when data are arranged in columns or rows.  It is useful for
comparing two or more data sets or categories.
·         A Line chart can be used to represent continuous data over a period of time.
·         A pie or Doughnut chart can be used to represent a portion of a whole.
·         A Scatter (X,Y) or Bubble chart is used to show relationships between data sets.
·         A Statistical Chart is used to show statistical analysis
·         A Hierarchy chart is used to compare parts of a whole or when different data columns forms a hierarchy.
·         A Combo chart is used when there are mixed data set values.
·         A Surface or Radar chart is used to compare the aggregate values of a number of data series.
 
Creating a Chart
1.      Select the column range of the data for the chart, including the possible headings and labels. Using the
sample data below, select cell range Af:E11 (this includes the column headings and names of agents)

Sample Data
2.      Click Insert tab.
3.      On the Charts grouping, select the appropriate chart type for the set of data. The appropriate chart
maybe Column or Bar chart. Click Insert Column or Bar chart  button.
4.      Select the chart subtype. Assuming you select 3D- Clustered Column under 3-D Column grouping. Then a
possible outcome may look like the figure below.  

5.      Take note that a Design and Format tabs will be added. Use the commands under these tabs to edit the
chart such as adding chart elements (Chart title, axis titles, data labels, data table…), changing chart style,
switching rows/columns, selecting another chart type, formatting shapes and wordart styles… You can also
move chart to a new sheet or as an object of another sheet. 
For example, you want to create a pie chart using the sample data above, where the names of Sales agents and
the total Sales (per agent) is placed in between other data columns. The first thing you do is select the Names
of Agent. After selecting, hold down control key then select the total sales (per agent). Once you go into the
process correctly, the sample pie chart will look like this.
Just the same, edit the chart using the Design and Format tabs that appear when a chart is selected.
 
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Pivot Table and Pivot Chart
Preparing a summary report from a large data set may be time consuming and difficult without using Pivot
Table and Pivot Chart. With Pivot Table, preparing a summary and show analysis, patterns and trends will be
easier. A Pivot Table will allow you to prepare an interactive and dynamic summary report. With Pivot Table, a
Pivot Chart can be prepared as a way to graphically present the summary table. For example, you want to know
a summary of sales per month of the different branches of the firm or summary of sales per product sold, Pivot
table and chart is a way to easily prepare such.
Let us use the sample data below to prepare a Pivot Table and Pivot Chart. The table below is where sales
transaction is recorded. (Note: Actually, the table below used data validation for ProdID, when a ProdID is
entered, automatically, the Product Name and its Category appears, Sold As uses also a Data Validation (W for
whole sale, R for Retail), the Unit Price uses VLookup depending on the ProdID and the Sold As value, the
QtySold and Amount is computed using a formula)

How to prepare a Pivot Table & Chart

1.      Select the cell range you want to create a Pivot Table. As much as possible, the data values should be in a
list form or in Excel Table. Moreover, the data sets should not have empty rows or columns and have at least 1
heading. The above data set contains heading names and it is Formatted as Table.
2.      Select PivotChart command in the Insert tab. A Create PivotChart dialog box appears (See figure below)