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Excel exam review

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Computer Science
Anthony Hurst

Comp Sci Notes: EXCEL Session 1:  Excel stores spreadsheets in workbooks  Name box- displays cell reference of active cell  Select All- selects all active cells  Row Headings- numbered rows  Formula bar-displays value  Workbook is made of sheets- worksheets and chartsheets  Sheet Tab scrolling scrolls through sheets  Zoom controls zoom in out  Column headings- letters identifying different columns  What-if analysis- change one value, changes the others  Ribbon- top heading bar  Chart sheets contain visuals and can be placed in Worksheets  Ctrl page up and down changes sheets  Planner sheet- what problems solved? What data needed? What calculations entered? What form should my solution be in?  Text data= text string  Text if left aligned, numbers are right aligned  Truncated- hidden texts (cells too small)  Autocomplete-feature that tries to predict what you are typing in the cell reference box  Alt and Enter make multiple lines in a cell  A pixel is a single point on a computer monitor  A point Is 1/72 of an inch  Autofitting fits all data into biggest cell throughout column  Clearing-removes data Deleting- removes data and cells  Spellchecker  Page Layout tab- changes way worksheets are appeared  Group of cells is a cell range  Status bar- ready or in edit mode  Non adjacent range- two or more distinct non adjacent ranges  View- changes how viewed  Adjacent range- group of cells in single block of cells  Auto Sum- Sum average etc, formulas  Range Reference- location and size of range  Drag and drop- drag range and replace it  Cutting- cut and paste  Operators- used to make formulas combining diff values making one value  Arithmetic operators- perform additions subtraction etc  Order of precedence- is a set of predefined rules used to determine sequence in which operators are used.  Functions- named operation performs a value  Edit mode- shortcuts only apply to texts  Find command to locate characters- search string-replacement string  Normal View, Page Break Preview (page breaks), Page layout view (printed)  Portrait and Landscape  Formula view- only formulas viewed  A formula is an expression that returns a value Begins with = Operators combine different values Generally arithmetic operators ex Sum, Divide Usually use numbers stored within cells Order of precedence applies (OOO)  To enter a formula: Type in a cell Select cells Verify via F2 (which cells are in formula)  Scaling- fitting pages to print  Rows and Columns intersect at cells- cell reference  Intersection of a row and column is a cell  The file tab opens backstage view- file level options and settings  Related commands are organized in groups on a tab  The dialog box launcher opens options for a tab  F1- help key  3 types of DATA - Text: a combination of letters, numbers, and some symbols that form words and sentences -Number: any numerical value that can be used in a mathematical calculation -Date and Time: commonly recognized formats for date and time values  The main reason to use excel is to display values calculated Session 5  To enter a function: - Type - select cells - Function wizard  AutoSum can be used for Sum, Average, Count, Minimum, and Maximum - Be cautious as this function makes assumptions, use F2 or double click to verify  To edit, F2 editing mode, esc to erase edits and enter to complete them  Table name  Each column represents a field  Header row, beginning row  Rows represent a record  Filter order- filters records  An Excel Table is a structured range of data that is managed independently from the rest of the data in a worksheet. Why do we use excel tables? - Can format table quickly - The table range is expanded automatically - Can add a total row to calculate summary functions - Formulas entered in one table cell are automatically copied down - Can create formulas that reference cells in a table using table and column names, rather than cell addresses - Can sort and filter data easily  Sorting - columns filtered -Can be applied to one or more columns -Custom sorting lists can be created  Filtering -Can be applied to one or more columns -Can filter by exact values or broader criteria filters  Data definition table- list fields to be maintained for each record  Freezing lets you keep headings  Totals and Subtotals -Totals available through the “Total Row” box -Subtotals can only be applied to ranges -Sort the data by the column you want to subtotal -“Convert to Range” -Data tab, Outline group, Subtotal button -“At each change in” (sorted column) -Outline levels allow you to view the data in various levels of detail  Convert table to range for subtotals etc hides total row  Structured References -You can replace the specific cell or range address with a structured reference, the actual table name or column header -Syntax: -Tablename[qualifier] -Example: Summary [Sales]  Qualified vs. unqualified references -Unqualified references don’t include the table name. -You can use unqualified references in a calculated column or formula within an Excel table, however you need to use qualified references outside the table or in another worksheet when referring to an Excel table or a portion of the table.  Ascending order filters a-z, descending z-a  First sort field is primary, second is secondary  Custom list- indicates sequence you want data to be ordered  Selections list- displays unique items in selected column  Split bar- division between panes  Clear- removes filters  Criteria filters- enable you to specify various conditions in addition to those that are based on an equal’s criterion.  The layout is the four categories you can see in the bottom right corner of the pivot chart layout  A Pivot table- puts data in a concise table -Sometimes large tables can be difficult to interpret -PivotTables allow us to summarize data into categories using functions (detailed data is not shown) -Quick and concise analysis -Named as such since data can easily be “pivoted” or moved around in the table  Terminology of Pivot Tables -Values fields- the fields containing the data to be summarized -Category fields- the fields that the value fields will be grouped by -Rows -Columns  PivotChart- of a table  Slicer- filters pivot charts and tables  Category Fields- are the fields that group the values in a pivot table.  Filtering a field helps focus on one thing Session 7:  Structured Reference- When you create a formula that references all or parts of an Excel table, you can replace a specific cell or range address with a structured reference which is the actual table name or column header  The AND FUNCTION- logical function that returns a TRUE value if ALL are true, and a FALSE value if any or all of the logical conditions are false, used for multiple conditions. -Syntax: =AND (logical1 *,logical2+…) Can nest in an IF statement as the logical test Reminder: =IF(logical_test, value_if_true,[value_if_false]) Example: =IF(AND(A1=1,a2=1),”yes”,”no”)  Functions Argument box, box to build functions  The IF FUNCTION is a logical function that evaluates a condition, and then returns one value if the condition is true and a different value if it’s false -Syntax: =IF(logical_test, value_if_true, [value_if_false])  Calculated Column- formula in one cell=all cells  Use AND function as logical test of IF function to test two or more conditions to see if all are TRUE  To determine if ANY are TRUE, use OR function as logical test of the IF function  OR Function -Allows you to test multiple conditions -Returns either TRUE or FALSE -Returns TRUE if any tested values are TRUE and FALSE if all of the tested values are FALSE -Syntax: =OR (logical1 *,logical2+…) -Can nest in an IF statement as the logical test -Reminder: =IF(logical_test,value_if_true,[value_if_false]) -Ex. =IF(A1=1,A2=1),”yes”,”no”)  A logical condition is an expression such as H2=”Y” that returns either a TRUE or FALSE value.  A NESTED IF function is when one IF function is placed in another to evaluate another condition -Nested IF Functions =IF([Pay Grade]=1,2500, IF([Pay Grade]=2,5000, 7500)) Structured references make the formula easier to write, use absolute reference b/c this value is the same for all rows  LOOKUP TABLE -A table that organizes data you want to retrieve into different categories -The categories for the lookup table, called compare values, are located in the table’s first column or row -To retrieve a particular value from the table, a lookup value (the value you are trying to find) needs to match the compare values  Using the lookup table to find an exact match -VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup])  Change range to make an approximate lookup match  The LOOKUP VALUE is the value you are trying to find.  Invalid code- IFERROR  VLOOKUP function searches vertically down the first column of the lookup table and retrieves the appropriate value from the table  Lookup functions allow you to use tables of data to lookup values insert them in another worksheet location.  Absolute reference- when you only reference on condition and one formula that changes throughout the field, this is when you need to use absolute referencing  Relative Referencing- when using one formula that relates to all the other fields you can just drag it down and relative reference the formula with all cells.  An EXACT match lookup occurs when the value entered must match one of the values in the first column of the lookup table.  Approx match lookup occurs when the value entered falls within a range of values in the first column of the lookup tables  HLOOKUP function searches horizontally across the top row of the lookup table and retrieves the value in the column you specify.  HLOOKUP syntax: HLOOKUP(lookup_value, table_array, row_index_num, [range_lookup])  Errors values indicate that some element of the formula or a cell referenced in a formula is preventing excel from returning a calculated value.  Formatting (colors, highlighting etc.)  Conditional Formatting- change format when something specific occurs  Create a new rule in conditional formatting box- Rules manager- type of formatting when something occurs  It defies the condition cell and range to put the rule on  Rules manager-edit conditions and rules  Error values such as #DIV/0!, #N/A, and #VALUE! indicate that some element in a formula or a cell referenced in a formula is preventing Excel from returning a calculated value  The IFERROR function can determine if a cell contains an error value and display the message you choose rather than the default error value  You can calculate the number of cells in a range that match criteria you specify using the COUNTIF function, which is sometimes referred to as a conditional count -Syntax: =COUNTIF(range,criteria)  You can add the values in a range that meet criteria you specify using the SUMIF function, which is also called a conditional sum -Syntax: =SUMIF(range,criteria[,sum_range])  You use the AVERAGEIF function to calculate the average of values in a range that meet criteria you specify -Syntax: =AVERAGEIF(range,criteria[,average_range])  You use the AVERAGEIF function to calculate the average of values in a range that meet criteria you specify -Syntax: =AVERAGEIF(range,criteria[,average_range]) Session 10.1-10.2  What if Analysis -What is it? -Different methods available -Goal Seek -One-Variable Data Table -Two-Variable Data Table -Scenarios Solver  Cost-volume-profit (CVP) analysis (sometimes called a break event analysis) expresses the relationship between a company’s expenses, its volume of business, and the resulting profit or net income -Types of expenses -Variable expenses change in proportion to the amount of business a company does (i.e. manufacturing materials) -A fixed expense is an expense that must be paid regardless of sales volume (i.e. rent)  The break-even point is the point where revenue equals expenses -Breakeven, Net income = 0  We can input an income statement into Excel and then perform: -What if analysis: -Change the
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