Microsoft Office

Microsoft
Excel 2013 Office
Expert
Lesson 1: Advanced
Excel 2013 ExpertFunctions and
Courseware # 3254 PivotTables
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Lesson Objectives
Define what a function Use data slicers
is Group pivot table data
Use the correct syntax Create calculated
for functions fields and items for
Insert a function pivot tables
Use array functions Activate PowerPivot,
Use lookup functions and connect it to a
Use date and time data source
functions Create PowerPivot
Create, format, and calculated fields
customize pivot tables Manage PowerPivot
table relationships
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What are Functions?

Compatibili Statistical functions available in Excel 2007 and earlier
ty versions that have since been replaced. Functions in
this category may no longer be supported in a later
version of Excel.
Cube Work with the Microsoft SQL Server Analysis Services
tool to perform data mining.
Database Extract and manipulate data within an Excel database.
Date & Perform calculations on dates and times.
Time
Engineerin Perform calculations that are typically used in
g engineering applications. These functions must be
loaded as part of the Analysis Toolpak add-in.
Financial Perform financial calculations, such as loans, annuities,
and cash flows.
Informatio Display information about the cells in the worksheet.
n
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What are Functions?

Logical Control the actions of the spreadsheet based on

evaluations of data in the spreadsheet.
Lookup & Locate information in tables or on the Internet.
Reference
Math & Perform mathematical and trigonometric calculations,
Trigonomet such as logarithms, cosine, and rounding.
ry
Statistical Perform statistical evaluations, such as average, mean,
and standard deviation.
Text Manipulate text strings and convert numbers and text.
Web Exchange data with other systems located on the
Internet or in the local network using web functionality.

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Using the Correct Syntax for

Functions

= identifies this as a Name of function

function and not If name is incorrect, #NAME? is
mistaken as a text label displayed

=FUNCTION(Arguments)

Arguments
Many functions are flexible: allowed to have one or more value or cell
references
Some functions do not have any arguments, but still need ()
Commas separate each argument
If incorrect number of arguments, error message is displayed
Can nest up to 64 layers of functions

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Inserting Functions
Insert Function tool
Displays all functions available
Grouped by most recently used, or
by category

To insert a function:
Click at left of Formula bar, or
Type = and first few characters of
function name
On Home tab, in Editing group,
click drop-down arrow for AutoSum
and click More Functions
On Formulas tab, in Function
Library group, click Insert
Function

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Inserting Functions

Function Arguments dialog box

Helps you enter all of the correct
values as function arguments
Each argument is listed, required
ones are in bold
Help info displayed for current
argument text box
Preview of data at right
Results are instantly calculated and displayed if enough
arguments entered
Function arguments dialog box shrinks temporarily using
collapse button
Restores to full size when done

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Using Array Formulas

A formula that can be applied over a range of cells all at the
same time
The range can be one-dimensional (a row or column) or
two-dimensional (rectangular block of cells)
Formula can return multiple results or a single
result
In this example, cells D5:D14 show multiple
results from one array formula
Cell D15 shows single result of array formula
Array formulas are also called CSE formulas
because you have to press CTRL+SHIFT+ENTER
to complete the entry

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Using Array Formulas

Array formulas can also be used
with logical calculations
E5:E14 displays total amount if
group size > 30
(B5:B14)*(C5:C14) calculates
total amount for each row
(B5:B14>30) is a logical
calculation result is 1 (True)
or 0 (False)
A number multiplied by 1 is
the number
A number multiplied by 0 is
0

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Using Lookup Functions

Find information in lists or arrays using:
Known value
Index number for 1- or 2-dimensional list
First row or column of 2-dimensional array
Table array must be sorted

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CHOOSE Function
Select from a simple one-dimensional list of
values
=CHOOSE(A1,C10,C9,C8,C7)
If cell A1 = 3, C10 = 10, C9 = 20, C8 = 30, and
C7 = 40 then 30 will be displayed

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INDEX Function
Selects a value from a two dimensional table
=INDEX(reference, row num, [column num], [area num])
Reference - range of cells containing values
Row num - row in range to find the value
Column num - optional column to find value
Area num - optional reference range to use
Examples:
INDEX(A2:D4,2,3) = liter
INDEX((A2:D2,A3:D3,A4:D4),1,3,2) = liter
There is also an array version:
=INDEX(array, row num, [column num])

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LOOKUP Function
One-dimensional (vector) format:
=LOOKUP(lookup value, lookup vector, [result vector])
Lookup value value to be found
Lookup vector range of cells to search
Result vector optional range of cells to get result value
Notes:
Values in lookup vector must be sorted in ascending order
Result vector must be same shape as lookup vector
Examples:
=LOOKUP(1,A2:A4,C2:C4) = liter
=LOOKUP(-3,A2:A4,B2:B4) = millimeter
=LOOKUP(2,A2:A4,D2:D4) = gram

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LOOKUP Function
Two-dimensional (array) format:
=LOOKUP(lookup value, range array)
Lookup value value to be found
Range array range of cells to be searched and data to be returned
Notes:
Values in lookup vector must be sorted in ascending order
If more columns than rows, then top row is assumed to be lookup
vector
If square or more rows than columns, then left column is lookup
vector
Examples:
=LOOKUP(1,A2:C4) = liter
=LOOKUP(-3,A2:B4) = millimeter
=LOOKUP(1,A2:D4) = 3

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HLOOKUP and VLOOKUP

Functions
Search for a lookup value in the first column of a two-dimensional
array:
=VLOOKUP(lookup value,table array,column index number,range lookup)
Lookup value value to be found
Table array range of cells to be searched and data to be returned
Column index column containing value to be returned
Range lookup 0 or false for exact match, 1 or true for
approximate
Range lookup value is optional, but important
Example: if range lookup is true, then a student
with mark of 65% will receive correct grade of C
If range lookup is false, the correct grade will not
be found

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HLOOKUP and VLOOKUP

Functions
Search for a lookup value in the first row of a two-
dimensional array:
=HLOOKUP(lookup value,table array,row index number,range
lookup)
Lookup value value to be found
Table array range of cells to be searched and data to
be returned
Row index row containing value to be returned
Range lookup 0 or false for exact match, 1 or
true for approximate

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Using Date and Time Functions

Date and time values are just numbers
Integer portion being number of days since January 1,
1900
Fractional part is portion of 24 hours
Special functions
Determine date and time serial numbers
Extract month, day, year, hours, minutes and second
values from serial numbers
Format:
=DATE(YEAR,MONTH,DAY)
=TIME(HOUR,MINUTE,SECOND)
Press CTRL+SEMICOLON to display current date
Press CTRL+SHIFT+SEMICOLON to display current time
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Using Date and Time Functions

NOW Return the serial number of the current date and time.
TODAY Return the serial number of todays date with the time portion set
to 0.
DATE Calculate the serial number for a specified date.
DATEVALUE Calculate the serial number for a specified date in text label
format.
DAY Display the day value for the specified date serial number.
MONTH Display the numeric month value for the specified date serial
number.
YEAR Display the year value for the specified year serial number.
WEEKDAY Display a numeric weekday value for the date serial number.
HOUR Display the hour value for the specified time serial number.
MINUTE Display the minute value for the specified time serial number.
SECOND Display the second value for the time serial number.
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Transpose Function
Copy data from one range to another, except:
Data in rows are flipped into column sequence
Data in columns are flipped into row sequence

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Creating and Managing Pivot

Tables
Summarizes or cross-tabulates large amounts of data
using fields
Performs summary function on intersections of row and
column fields
Frequently used to analyze large volumes of data
Usually found in corporate databases
Strength of pivot tables based on same values that show
up many times in many data records:
By pairing these repeating values in different combinations,
you will find underlying trends that were not obvious
Key is making the data values as row or column headers in
different ways

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Creating a PivotTable
PivotTable Field List task pane
Controls structure of pivot table
Decide what column data to use as column labels,
row labels, PivotTable values, or report filter

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Format PivotTable Data

Familiar Format Cells

dialog box to format
numeric and date data
Shading, borders, and cell
alignment are not
available

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Customizing PivotTables

PivotTables allow you

to rotate and filter
data in different
ways
Filter options
Grouping options
Sum options

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Using the Data Slicer with a

PivotTable

Hard to tell what

active filter
criteria are
Data slicers help
you see which
filter conditions
are currently
active
Simply click on
buttons to quickly
change filters
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Group Pivot Table Data

Large pivot tables can
have rows or columns
grouped
Example: dates can
be grouped by month,
quarter, or year

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Calculated Fields and Items

Create calculated fields using formulas
Limitations of calculated fields:
Cant refer to cells outside pivot table
Cant use functions that reference cells outside
pivot table
Pivot table labels must use single quotes
Cant refer to pivot table totals or subtotals
Calculated fields cant be used in OLAP-based pivot
table
Calculated fields must be simple formulas or
functions referencing labels inside pivot table

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Calculated Fields and Items

Calculated items are like calculated fields
but used differently
In this example:
Calculated fields Sum of Amount Paid
and Sum of Commissions
Calculated items Regular Card and
Premium Card
Calculated items appear as new rows
Calculated items are virtual items, behaving like original
items, e.g. added to summary totals, can be filtered, and be
included in groups
Restriction is that you must remove any groups before
creating calculated items

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PowerPivot
An extension of a pivot table, but designed for corporate
environment with large complex databases
Underneath is a high-performance engine
Pivot tables are limited to Excels 1 million rows and
16,000 columns
Corporate data typically can have billions of rows of data
Pivot table is an excellent data analysis tool but is slow
and limited to what Excel can access
PowerPivot bridges the gap by allowing corporate users
to use Excel to connect to high-powered centralized
database servers

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Activating PowerPivot
PowerPivot is an add-in that must be activated
To activate:
Click File, Options
Click Add-ins
Select COM Add-ins
Click Microsoft Office PowerPivot for Excel 2013
Once activated, the PowerPivot tab is displayed in
the Ribbon

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Connecting PowerPivot to Data

Source
Connects to Excel
workbooks, text files,
Microsoft Access,
SQL Server, and
others
After connection, a
PowerPivot workbook
is displayed with
topmost rows from
each data source
displayed
Acts as a staging
area for the pivot
table
Calculated fields can
beLearning
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PowerPivot Calculated Fields

Act the same as pivot table calculated
fields formulas that transform values
in existing fields to create new values
Originally called measures
Uses DAX language to create the
formula
Field names have square brackets
around them
Example: =[Quantity] * [UnitPrice]
Fields from other tables can also be
used using RELATED function
Example: =[Quantity] * RELATED(Products[UnitPrice])

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Manage Table Relationships

Unlike Excel, databases have data

split into multiple tables
Tables must be joined in a
relationship to use in your pivot
table
One-to-many relationship between
OrderDetails and Products:
OrderDetails is many side
Products is one side
Many orders reference one product

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Manage Table Relationships

Significance of understanding
relationships is when you need to
create one
The table on the many side of
the relationship is the Table
The table on the one side is the
Related Lookup Table
If you make a mistake, PowerPivot may alert you with an icon
Ask your IT department for help to create any new
relationships
Once relationships are set up, the data in the pivot table will
display correctly

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Lesson Summary
Define what a function is
Use the correct syntax
for functions
Insert a function
Use array functions
Use lookup functions
Use date and time
functions
Create, format, and
customize pivot tables
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Use data slicers
Group pivot table data
Create calculated fields
and items for pivot
tables
Activate PowerPivot, and
connect it to a data
source
Create PowerPivot
calculated fields
Manage PowerPivot
table relationships
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Review Questions
1. List each of the components of a function, and
explain why it is important to ensure that the
syntax of the function is correct.
2. The vector version of the LOOKUP function will
generate the same results as either the VLOOKUP
or HLOOKUP function.
a. True b. False
3. What is the formula for adding 10 days to the
current date? Will this formula still be accurate
even if today is December 29?
4. Explain why you might create a PivotTable.

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Review Questions

5. What are the similarities and differences between

a data slicer and the AutoFilter tool in the
PivotTable?
6. The formula =SUM(B5:B10) can be used in the
calculated field for a pivot table.
a. True b. False
7. Under what circumstance would a user use
PowerPivot instead of pivot tables?
8. Under what circumstance would a user have to
manage table relationships in PowerPivot?
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