Microsoft Office:

Microsoft Excel

Computer Applications in Health Sciences

CAMS 2020
Objectives :

Introduction to MS excel.

Overview: identify excel terminology; workbook,

worksheets, row, column & cells.

Basic math and Making calculations.

Functions and cell-references.

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 Introduction to Microsoft Excel

Excel is a computer program used to create electronic spreadsheets.

Within excel user can organize data, create chart and preform calculations.▰

Excel is a convenient program because it allow user to create large spreadsheets, ▰

reference information, and it allows for better storage of information.

Excel operates like other Microsoft (MS) office programs and has many of the ▰
same functions and shortcuts of other MS programs.
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OVERVIEW

• Workbook: A workbook is another word for your Excel file

• A worksheet is a collection of cells where you keep and manipulate the data. Each
Excel workbook can contain multiple worksheets.

• A worksheet is the computer equivalent of a paper ledger sheet. It consists of a grid made
from columns and rows. It is an environment that can make number manipulation easy.

• If you change the mg/day amount, you will have to start the math all over
again. On the computer version you can change the values and the result is 4
automatically re- calculated.
OVERVIEW

• MS Excel consists of workbooks, there is an infinite number of worksheets.

• Each worksheet contains Columns and Rows
• Where a column and row intersects is called a cell. E.g. cell D5 is located
where column D and row 5 meet.
• The tabs at the bottom of the screen represent different worksheets within
a workbook.

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OVERVIEW

Letters denote the a column location

e.g. column C

Numbers denote a row location

e.g. row 4

Cells are denoted by the Column and row.

e.g. cell B6

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 OVERVIEW

• three basic types of data that can be entered.

– labels - (text with no numerical value)

e.g., “Life Stage Group”, or “0-6 months”

– constants - (just a number -- constant value)

e.g., “210”, or “270”

– formulas* - (a mathematical equation used to calculate)

e.g., “=10+100”, or “=123*12+78.2

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Basic Math

• worksheets have many Math functions built into them. Of the most
basic operations are the standard multiply, divide, add and subtract.
These operations follow the order of operations (just like algebra).

• Example:

A1 (column A, row 1) = 5
A2 (column A, row 2) = 7
A3 (column A, row 3) = 8
B1 (column B, row 1) = 3
B2 (column B, row 2) = 4
B3 (column B, row 3) = 6

Operation Symbol Constants References Result

Multiplication * =5*6 = A1 * B3 30
Division / =8/4 = A3 / B2 2
Addition + =4+7 = B2 + A2 11
Subtraction - =8–3 = A3 - B1 5

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Functions

A function is a predefined formula that performs calculations using specific

values in a particular order. Excel includes many common functions that can be
used to quickly find the sum, average, count, maximum value, and minimum
value for a range of cells. In order to use functions correctly, you'll need to
understand the different parts of a function and how to create arguments to
calculate values and cell references.

Parts of a function
In order to work correctly, a function must be written a specific way, which is
called the syntax. The basic syntax for a function is the equals sign (=),
the function name (SUM, for example), and one or more arguments.
Arguments contain the information you want to calculate. The function in the
example below would add the values of the cell range A1:A20

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Functions

Working with arguments

Arguments can refer to both individual cells and cell ranges and must be
enclosed within parentheses. You can include one argument or multiple
arguments, depending on the syntax required for the function.
For example, the function =AVERAGE(B1:B9) would calculate the average of
the values in the cell range B1:B9. This function contains only one argument.

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Functions

Multiple arguments must be separated by a comma. For example, the

function =SUM(A1:A3, C1:C2, E1) will add the values of all of the cells in the
three arguments.

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Functions
TYPES OF FUNCTIONS:

•DATE: This function returns the serial date value for a date.

•SUM: This function adds all of the values of the cells in the argument.

•IF : one of the logical functions, to return one value if a condition is true and
another value if it's false.

•AVERAGE: This function determines the average of the values included in the
argument. It calculates the sum of the cells and then divides that value by the
number of cells in the argument.

•COUNT: This function counts the number of cells with numerical data in the
argument. This function is useful for quickly counting items in a cell range.

•MAX: This function determines the highest cell value included in the argument.

•MIN: This function determines the lowest cell value included in the argument
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Functions

DATEDIF Function: SYNTAX OF DATEDIF

=DATEDIF(START_DATE,END_DATE,”INTERVAL”

START DATE:
Date from which you want to calculate difference .

END DATE:
Date up to which you want to calculate difference.

INTERVAL:
From in which you want to calculate difference.

This says that I am

“D”- DAYS 19 years 6 months &
“M”- MONTHS 18 days old.
“Y”- YEARS
“YM”- MONTHS OVER YEAR
“MD”- DAYS OVER MONTHS

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Functions

SUMIF Function: SYNTAX OF SUMDIF

=SUMIF(RANGE,CRITERIA,SUM_RANGE)

RANGE-
Range of cells on which conditions are applied.

CRITERIA-
Condition that defines which cell or cells will be added.

SUM RANGE-
Actual cell to sum.

With Note: if SUM_RANGE is not used then

SUM_RANGE range is used for SUM.
Without
SUM_RANGE

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Functions

IF Function: SYNTAX OF IF
=IF(LOGICAL TEXT, VALUE IF TRUE, VALUE IF FALSE)

LOGICAL TEXT:
Any value or expression that can be evaluated to TRUE or
FALSE .

VALUE IF TURE:
Value that is returned if logical text is TRUE.

VALUE IF FALSE:
Value that is returned if logical text is FALSE.
In column B different .
conditions are used
and based on this, in
column C different
results are shown .

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Functions

IF Function example:
.
• check the logical condition of a statement and return one value
if true and a different value if false. The syntax is
– =IF (condition; value-if-true; value-if-false)
– value returned may be either a number or text
– if value returned is text, it must be in quotes

=IF(B2>755;"yes";"no")

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Functions

AVERAGE Function:
SYNTAX OF FUNCTION:
=AVERAGE(number1:number2, ...)

Note: The AVERAGE function measures central tendency, which is the

location of the center of a group of numbers in a statistical distribution.

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 Functions

COUNT Function:
SYNTAX OF COUNT FUNCTIONS:
1. COUNT =COUNT(VALUE1. VALUE2,……..)
2. COUNTA =COUNTA(VALUE1,VALUE2,…..)
3. COUNTBLANK =(COUNTBLANK(RANGE)
4. COUNTIF =COUNTIF(RANGE,CRITERIA)

1. COUNT ONLY CELLS THAT CONTAINS NUMBERS.

2. COUNT CELLS THAT ARE NOT EMPTY.
3. COUNT CELLS THAT ARE BLANK.
4. COUNT NO. CELLS THAT MEET GIVEN CONDITION.

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Functions

MAX Function:
SYNTAX OF FUNCTION:

=MAX(VALUE1: VALUE2)

To find the highest value in a range of cells, use the MAX function.
For example, this formula will find the highest value in cells H2:H17
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 Functions

MIN Function:
SYNTAX OF FUNCTION:

=MIN(VALUE1: VALUE2)

To find the lowest value in a range of cells, use the MIN function. For example,
this formula will find the lowest value in cells H2:H17

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Cell referencing

There are three types of cell references: relative , absolute and mix
referencing. Relative and absolute references behave differently
when copied and filled to other cells. Relative
references change when a formula is copied to another cell. Absolute
references, on the other hand, remain constant no matter where
they are copied

Relative references

By default, all cell references are relative references. When

copied across multiple cells, they change based on the relative
position of rows and columns. For example, if you copy the
formula =A1+B1 from row 1 to row 2, the formula will
become =A2+B2. Relative references are especially convenient
whenever you need to repeat the same calculation across
multiple rows or columns. 22
Cell referencing

Absolute references

There may be times when you do not want a cell reference to change when
filling cells. Unlike relative references, absolute references do not change
when copied or filled. You can use an absolute reference to keep a row
and/or column constant.

An absolute reference is designated in a formula by the addition of a dollar

sign ($) before the column and row. If it precedes the column or row
(but not both), it's known as a mixed reference.

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