UC Excel 2007 Module 4 - Data Analysis

V O L U M E
4
Microsoft
Excel 2007
Critical Data
Analysis Using
Functions
DASH DESIGNS CONSULTING

Technology Training and Consulting Services
Excel 2007 Critical Data Analysis Using Functions For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Microsoft Excel 2007
Critical Data Analysis Using Functions
For
The Haas School of Business,
University of California
Revised: August 1, 2007
Copyrights and Trademarks
 2007, Dash Designs Consulting, Jerry Maletsky

San Rafael, CA 94903
email: jerry@dashdesignsconsulting.com
web site: www.dashdesignsconsulting.com
fax (415) 491-1490
Dash Designs Consulting gives permission to the Haas School of

Business of the University of California at Berkeley to reprint this
training manual for internal use only. No re-sale of this material or
renunciation of copyrights are granted by this author.
Any mention or use of Microsoft®, University of California, or any

third party products is hereby acknowledged by Dash Designs
Consulting to be for the sole purpose of editorial and educational
use of this training manual and for the benefit of the mentioned
Excel 2007 Critical Data Analysis Using Functions For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Table of Contents
Managing Large Amounts Of Data
 Freezing Worksheet Titles ................................... 2
 Splitting Worksheet Windows .............................. 4
 Display Magnification .......................................... 6
Conditional Formulas
 Evaluating With IF Statements ............................ 8
 Summing, Counting, Averaging Conditionally ..... 16
 Retrieving Data With VLookup ........................... 20
 Ranking Data With Functions ............................. 22
 Analyzing With Date Functions ........................... 26
Examples Of Other Functions
 Financial Functions ...........................34
 Text Functions .................................36
Reference Workbook: UC Excel 2007 - Data Analysis Workbook.xls
Excel 2007 Power of Calculations For The Haas School, UC Berkeley — Dash Designs Consulting
CHAPTER
1
Microsoft
Excel 2007
Data Analysis
With Functions
For
Jerry Maletsky
Dash Designs Consulting
Technology Training And Consulting
Excel 2007 Data Analysis With Functions - The Haas School of Business, UC Berkeley - Dash Designs Consulting 1
CHAPTER
1 Managing Large Amounts Of Data
Reference Worksheet: Monthly Figures
FREEZING WORKSHEET TITLES

Viewing the row and column headings as a user scrolls through
data in a large worksheet is not possible even with a large display
area. For example, a user might have a worksheet containing
monthly sales, expenses, and profits for several departments. As
that user scrolls through the data, the headings for the months
and/ or the departments may not be visible making the data less
apparent to that user.
Excel does provide a process in which the user can freeze the row
and column headings so that as the user scrolls through the
worksheet those headings will remain visible on the screen. That
command, Freeze Panes is on the View tab.
Excel will display dark lines to the right of a frozen column and just
below a frozen row.
To Freeze Worksheet Headings
Steps:
 Click into the cell below the column headings and/or the row
headings to be frozen
 Click View tab: Freeze Panes command
To Un-Freeze Worksheet Headings
Steps:
 Click View menu: Unfreeze Panes command
2 Excel 2007 Data Analysis With Functions - The Haas School of Business, UC Berkeley - Dash Designs Consulting
Managing Large Amounts Of Data in Excel 2007
CHAPTER
1
FREEZING WORKSHEET TITLES
View Tab:
Freeze Panes
command
(place cursor in cell

below column headings
and to the right of row
headings)
Before Freezing Panes
After Freezing Panes
CHAPTER
1 Reference Worksheet: Monthly Figures
SPLITTING WORKSHEET WINDOWS

Splitting the worksheet window provides the user with separate
scrollable windows within the same worksheet. Splitting allows the
user to scroll and view separate sections of the worksheet
simultaneously. For example, a user could view 1st Qtr data in the
top half of the worksheet window and compare that with the 4th
Qtr data in the bottom half of the worksheet window.
The worksheet window can be split both vertically and horizontally.

Shortcuts to activate the splits are located at the top of the Vertical
Scroll Bar and the far right of the Horizontal Scroll Bar.
Additionally, the command can be activated in the View tab: Split

command.
To Split The Worksheet Window
Steps:
 Drag or Double-Click the Split Bar on either scroll bar
Or...
 Click into the cell below the column headings and/or the row
headings to be split
 Click View tab: Split command
To Un-Split The Worksheet Window
Steps:
 Drag or Double-Click the Split Bar on either scroll bar
Or...
 Click View tab: Split command (it toggles the command on or off)
CHAPTER
1
SPLITTING WORKSHEET WINDOWS
Split Worksheet Window
CHAPTER
1 Reference Worksheet: Monthly Figures
CHANGING THE DISPLAY MAGNIFICATION

A large worksheet can be easier to work with when magnification is
applied. Magnification can be increased or decreased using the
Zoom Slider. The default is set at 100% and can be increased to
about 400% or decreased to 10%.
This allows the user to view more data on the screen as well as
make the data easier to see during a presentation.
Steps:
TO GENERALLY SET THE MAGNIFICATION
 Click into the Zoom Slider

 Slide the Zoom Slider bar to preferred value
TO FOCUS ON A SPECIFIC GROUP OF CELLS
 Select the preferred cells

 Slide the Zoom Slider bar to preferred value
TO RE-SET THE MAGNIFICATION
 Click into the Zoom Slider

 Slide the Zoom Slider bar to 100%
CHAPTER
1
CHANGING THE DISPLAY MAGNIFICATION
Worksheet Magnified to 75%
Worksheet Magnified to Selection
Zoomed to
selected cells
(i.e. 150%)
CHAPTER
2 Conditional Formulas
Reference Worksheet: Conditional Formulas
EVALUATE CONDITIONS WITH THE IF STATEMENT FUNCTION

Suppose you want to offer a discount to customers that reach a specified goal as
an incentive. Normally, you would have to monitor that data constantly and
update the worksheet when a discount is applicable. With an If statement you
can have that discount calculated automatically when the customer’s revenue
reaches its goal.
The If Statement Function allows you to automatically evaluate a condition in
another cell (or cell range) and place a result in the formula cell depending on
whether that condition is evaluated True or False. For example, if a sales rep
exceeds their quota, you can have Excel place a calculation in the formula cell
that calculates a bonus for that sales rep; if not, you can have Excel place a zero
(0) in the formula cell.
The condition (also know as the Logical Test) must be something that can be
evaluated to be True or False using a comparison operator (see table below).
The True Result or the False Result can be a number, a calculation, or text
(text must be placed in quotation marks).
The syntax of the IF Function is as follows:
=IF(Logical Test, Value IF True, Value IF False)
The If Statement Logical Test argument requires a comparison operator
Comparison Operator Description
= Equal To
<> Not Equal To
> Greater Than
< Less Than
>= Greater Than Or Equal To
<= Less Than Or Equal To
CHAPTER
2
EVALUATE CONDITIONS WITH THE IF STATEMENT FUNCTION
IF Function Examples What They Mean

=IF(D14>50,E14*1.25,0) If the value in cell D14 is Greater Than 50, then take
the value in E14 and add 25% (1.25) to it; if not, just
place a zero (0) in the result cell.
=IF(Average If the result of the Average of cells J25 through J45 is

(J25:J45<=130),K25*3.5,K25*2.5) Less Than Or Equal To 130 then take the value in
cell K25 and multiply it times 3.5, if not multiply K25
times 2.5.
=IF(C10<>Average(D10:D25),”Yes”, “No”) If the value in cell C10 is Not Equal To the Average
of cells D10 through D25 then place the text Yes in
the result cell, if not place No in the result cell.
=IF(A15=G35,500,” “) If the value in cell A15 is Equal To the value in cell

G35 then place the value 500 in the result cell, if not,
put a space in the result cell.
CHAPTER
2 Reference Worksheet: Conditional Formulas
ANALYZING DATA USING MULTIPLE IF STATEMENT FUNCTIONS

You can nest multiple IF functions (up to 7) to evaluate more than
one condition within the same function. For example, if you were able
to get a discount based on unit purchases, you would want to calculate
a formula that calculated the total cost based on how many units. If
the first condition in the IF function is not true, you can evaluate
whether another condition is true before a result is selected. In this
way, you can have more control in the result that is placed into the
formula result cell.
Some examples of multiple If Statement functions are:
=IF(I8=“A”,H8*10%,IF(I8=“B”,H8*5%,H8*2%))
=IF(B5>=500,“A”,IF(B5>=400,“B”,IF(B5>=300,“C”,IF
(B5>=200,“D”,“F”))))
Note: In a multiple nested IF Statement Function you type a closing

parenthesis for each IF Statement you created (up to 7).
CHAPTER
2
ANALYZING DATA USING MULTIPLE IF STATEMENT FUNCTIONS
Multiple If Statements Using the Maximum of 7
CHAPTER
2 Reference Worksheet: Multiple Conditions
IF FUNCTIONS ANALYZING DATA USING MULTIPLE AND CONDITIONS

The AND condition in an IF Statement Function allows you to test
multiple conditions. In order for the IF statement function to return a
True result all conditions in the function must evaluate to True.
You can have up to 30 conditions in the AND function. Each condition

must be separated by a comma!!
An example of multiple And conditions in an If Statement functions:
=IF(AND(B6<100000,D6=“E”),“Yes”,“ ”)
CHAPTER
Reference Worksheet: Multiple Conditions 2
IF FUNCTIONS ANALYZING DATA USING MULTIPLE OR CONDITIONS
The OR condition in an IF Statement Function allows you to test
multiple conditions. In order for the IF statement function to return
a True result only one of the conditions in the function must
evaluate to True.
You can have up to 30 conditions in the OR function. Each

condition must be separated by a comma!!
An example of multiple OR conditions in an If Statement functions:
=IF(OR(B6<100000,D6=“E”),“30 days”,“ ”)
CHAPTER
2 Reference Worksheets: ISERROR Statements
USING THE ISERROR FUNCTION
The ISERROR function can be used within an If Statement

Function to replace error messages that might result from data in
the worksheet with an alternative result.
The ISERROR function returns a logical True in an IF statement if

any of the error values such as:
Error Value Description
#N/A Occurs when a value is not available to a function or

formula.
#VALUE Occurs when the wrong type of argument or operand is

used.
#REF Occurs when a cell reference is not valid.
#DIV/0 Occurs when a number is divided by zero (0).
#NUM Occurs with invalid numeric values in a formula or

function.
#NAME Occurs when Microsoft Excel doesn't recognize text in a

formula.
#NULL Occurs when you specify an intersection of two areas

that do not intersect. The intersection operator is a
space between references. For example, not placing a
colon (:) in between a cell range (i.e., C10:C14) or
not placing a comma to separate arguments in a
formula (i.e., =Sum(C6:C12,F6:F12).
An example of the ISERROR function is:
=IF(ISERROR(Average(F8:F13)),“No Data”,Average(F8:F13))
(See Next Page for Worksheet example)
CHAPTER
2
USING THE ISERROR FUNCTION
Worksheet Without ISERROR Statement
Worksheet With ISERROR Statement
CHAPTER
2 Reference Worksheet: SumIF, AverageIF, and CountIF
SUMMING DATA CONDITIONALLY

Suppose you want to add data within a range only if it meets certain
conditions. Excel’s SumIf function allows you to do just that. Where
Sum will only add all the values in the specified cell range, SumIf will
add values in a cell range depending on whether those values fall within
the specified conditions.
CHAPTER
2
COUNT VALUES CONDITIONALLY
The Count function counts the number of cells within a given range.
Suppose you want to count values within a range only if those val-
ues meet certain conditions. For example, you may want to count
the number of customers who have exceeded given goals. Excel’s
CountIF function allows you count values in a cell range depending
on whether those values fall within the specified conditions.
CHAPTER
2 Reference Worksheet: SumIF, AverageIF, and CountIF
AVERAGING VALUES CONDITIONALLY

The Average function finds the average value within a given range.
Suppose you want to average values within a range only if those values
meet certain conditions. For example, you may want to average
revenue for orders where they meet certain conditions.
Excel’s AverageIF function allows you count values in a cell range

depending on whether those values fall within the specified conditions.
CHAPTER
2
CALCULATING VALUES BASED ON MULTIPLE CONDITIONSCONDITIONALLY
Excel’s SumIF, CountIF, and AverageIF functions calculate a range of
cells based on one set of conditions. However, in addition to these func-
tions, Excel 2007 provides the ability to calculate a range of cells based on
multiple conditions with the SumIFS, CountIFS, and AverageIFS
functions. These functions can contain up to 127 ranges and conditions.
Note:
Criteria has to
be evaluated
as an “And”
condition. That
is, they can not
be mutually
exclusive.
CHAPTER
2 Retrieving Data With VLookup Function

Reference Worksheet: Orders
Supporting Worksheets: Inventory, Customers
RETRIEVING DATA WITH THE VLOOKUP FUNCTION

As you collect data the need to analyze that information in a spreadsheet will become
important. The VLookup function enables you to retrieve data that exists in a list in
another part of your workbook, or another workbook so you won’t have to copy that data
yourself. The VLookup function requires that you have a list in which the first column
of the list contains the value that matches a value already in your worksheet.
The list should also be sorted on that first column in Ascending order.
The VLookup function consists of four arguments. The first three are required.
An example of the VLookup Function: =VLOOKUP(D6,Customers,5,FALSE)
Argument Description
Lookup Value Cell Address, Number, or Text String that is found in your
(D6) worksheet and matches a value in the first column of the list.
Table_Array Cell Range or Name of cell range that makes up the cell
(Customers) range of your list.
Col_Index_Num The number that represents the column in the list that
(5) contains the value that you want to retrieve. For example, if
the value that you want is in the 5th column of the list, the
value you enter is 5.
Range_Lookup A Logical value of True or False. True (or left empty) asks
(False) Excel to find the closest lowest value if it cannot find an
exact match to your Lookup_Value. False asks Excel to only
find an exact match to your Lookup_Value or else return an
error message (#N/A)
Customer List
Table named
Customers
Sorted in
Ascending Order
Retrieving Data With The VLookup Function
CHAPTER
2
RETRIEVING DATA WITH THE VLOOKUP FUNCTION
CHAPTER
2 Ranking Data With Functions

Reference Worksheet: Ranking Data
FINDING A VALUE BASED ON A PERCENTAGE VALUE

The Percentile function returns a value in a range that corresponds
with a specified percentile ranking. For example, if you wanted to only
market to customers who fall above the 50% percentile of a group of
sales data, you can use the Percentile function to establish what that
value would be.
Example: =PERCENTILE(B5:B12,0.5)
Ranking Data With Functions
CHAPTER
RANKING THE PERCENTILE OF A VALUE

The PercentRank function will return a percentage based on a specified
value in a given cell range. For example, if you use the PercentRank function
to evaluate Japan’s percentile ranking from the sales data below you would
find that Japan falls into the 57.1 percentile in the year 2000.
Example: =PERCENTRANK(B5:B12,B9,3)
Note:
The Significance
argument refers to
the number of
decimal places to
calculate to in this
function.
If no significance is
specified, then it is
assumed to be
calculated to 3 deci-
mal places.
CHAPTER
2 Reference Worksheet: Ranking Data
FINDING THE QUARTILE OF A RANGE OF VALUES

The Quartile function returns a value based on a cell range that
corresponds with a specified variable that divides the distribution of the
variable into four groups having equal frequencies. For example, if you
wanted to find what revenue value corresponded to the 25th, 50th, or
75th percentile of a group of sales data, you can use the Quartile function
to establish what that value would be.
Example: =QUARTILE(B5:B12,3)
CHAPTER
ESTABLISHING THE RANK OF A VALUE

The Rank function will return a value based on a specified value rank within
a given cell range. For example, if you use the Rank function to evaluate the
European Union ranking from the sales data below, you would find that the
EU revenue (12.30) ranks 2 (in descending order) in the year 2000.
Example: =RANK(B7,B5:B12) or =RANK(C7,C5:C12,1)
CHAPTER
2 Analyzing With Date Functions

Reference Worksheet: Trade Show Dates
ANALYZING DATA WITH DATE FUNCTIONS

When you enter a date into a cell, Excel automatically formats that cell as
a date and considers it a number so you can execute calculations on it.
Excel recognizes a variety of date formats that you might type in a cell.
For example, 10/15/2004, 10-Oct, 10/2004, 10-4, etc.
Below are some important date functions you might find useful in
analyzing data.
Function Description
=Today( ) Automatically displays the current date in the cell.
=Now( ) Automatically displays the current date and time in the cell.
=Date Displays the date based on the arguments you enter. For example, if
(Year,Month,Day) you enter ...
=Date(2004,10,15) the result displayed will be 10/15/2004.
Important: Dates should be entered by using the DATE function, or
as results of other formulas or functions. Problems can occur if dates
are entered as text.
=Days360 Calculates the number of days between the two dates, based on a
(StartDate,EndDate) 360-day year.
=NetWorkDays Returns the number of whole working days between start_date and
(StartDate,EndDate, end_date. Working days exclude weekends and any dates identified
Holidays) in holidays.
=Year(Date) Returns the year portion of a date in a given cell (i.e. 2006).
=Month(Date)
Returns the month portion of a date in a given cell (i.e. 12)
Analyzing With Date Functions
CHAPTER
2
USING DATE FUNCTIONS
Example of the NOW( ) function:
Example of the TODAY( ) function:
Example of a complex date calculation:
CHAPTER
2 Reference Worksheet: Trade Show Dates
KEEPING DATES CURRENT IN EXCEL

When entered into a cell, the Today and the Now functions will return
the current date and/or time from the computer’s clock each time that
workbook is opened. Note, that although these functions have no
arguments you must include the opening and closing parenthesis ( ).
Example: =Today( )
=Now( )
ENTERING A DATE USING THE DATE FUNCTION

Although you can enter a date by simply typing it into a cell (i.e.
6/7/2007) Microsoft maintains that dates should be entered by using
the DATE function, or as results of other formulas or functions.
Problems can occur if dates are entered as text.
Example: =Date(2007,3,15) returns 3/15/2007
CHAPTER
CALCULATING THE DAYS IN A 360-DAY CALENDAR YEAR

The Days360 function calculates the number of days between the two
dates, based on a 360-day year. Although there are typically 365 days
in a year many companies base their calendar year
on a 360 day period.
Example: =Days360(StartDate,EndDate,Method)
Note: CurrentDate in the above calculation is a Named Range that refers to

the value in cell A4.
CHAPTER
2 Reference Worksheet: Trade Show Dates
CALCULATING ONLY WORKDAYS BETWEEN TWO DATES

NetWorkDays calculates the number of whole working days between
start_date and end_date. Working days exclude weekends and any
dates identified in holidays
Example: =NetWorkDays(StartDate,EndDate,Holidays)
Note: CurrentDate in the above calcula-

tion is a Named Range that refers to the
value in cell A4. Holidays is a Named
Range that refers to the values in cells
B11:B25.
CHAPTER
CALCULATING ONLY WORKDAYS BETWEEN TWO DATES

YearFrac calculates the number of years (and partial years) between a
start_date and end_date.
Example: =YearFrac(StartDate,EndDate)
CHAPTER
2 Reference Worksheet: Product Launch Dates
EXTRACTING THE YEAR FROM A DATE

The Year function returns the year portion of a date in a given cell. For
example, if a cell contained the date, 4/17/2006 the year function
would return 2006.
Examples: =Year(Date)
CHAPTER
Reference Worksheet: Product Launch Dates
EXTRACTING THE MONTH FROM A DATE

The Month function returns the month portion of a date in a given cell.
For example, if a cell contained the date, 4/17/2006, the month
function would return 4. In addition, you can extract the month name
using the Text Function (converts numbers to text format).
Examples: =Month(Date) =Text(Value,Format)
CHAPTER
3 Examples Of Other Functions
Reference Worksheet: Financial Functions
FINANCIAL FUNCTIONS
Excel provides a variety of financial functions that make calculating
fiscal data more efficiently.
These include:
PMT Returns the periodic payment of an annuity

NPV Returns the Net Present Value based on a series
of periodic cash flows and discount rate
RATE Returns the interest rate per period of an annu-
ity
FV Calculates the Future Value of an investment
CHAPTER
Reference Worksheet: Financial Functions
FINANCIAL FUNCTIONS
CHAPTER
3 Reference Worksheet: Text Functions
TEXT FUNCTIONS
Text functions allow the user to extract information from a larger
entry in a cell.
These include:
LEFT Returns the Leftmost characters from a cell entry
RIGHT Returns the Rightmost characters from a cell entry
MID Returns a specific number of characters from a

text string starting at the position you specify
PROPER Capitalizes the first character of each word in a cell
entry
CHAPTER
Reference Worksheet: Text Functions
TEXT FUNCTIONS

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V O L U M E

DASH DESIGNS CONSULTING

Revised: August 1, 2007

Copyrights and Trademarks

 2007, Dash Designs Consulting, Jerry Maletsky

Dash Designs Consulting gives permission to the Haas School of

Any mention or use of Microsoft®, University of California, or any

Reference Workbook: UC Excel 2007 - Data Analysis Workbook.xls

FREEZING WORKSHEET TITLES

To Freeze Worksheet Headings

To Un-Freeze Worksheet Headings

(place cursor in cell

Before Freezing Panes

After Freezing Panes

SPLITTING WORKSHEET WINDOWS

The worksheet window can be split both vertically and horizontally.

Additionally, the command can be activated in the View tab: Split

To Split The Worksheet Window

To Un-Split The Worksheet Window

Split Worksheet Window

CHANGING THE DISPLAY MAGNIFICATION

 Click into the Zoom Slider

TO FOCUS ON A SPECIFIC GROUP OF CELLS

 Select the preferred cells

TO RE-SET THE MAGNIFICATION

 Click into the Zoom Slider

Worksheet Magnified to Selection

EVALUATE CONDITIONS WITH THE IF STATEMENT FUNCTION

The If Statement Logical Test argument requires a comparison operator

Comparison Operator Description

<> Not Equal To

> Greater Than

< Less Than

>= Greater Than Or Equal To

<= Less Than Or Equal To

IF Function Examples What They Mean

=IF(Average If the result of the Average of cells J25 through J45 is

=IF(A15=G35,500,” “) If the value in cell A15 is Equal To the value in cell

2 Reference Worksheet: Conditional Formulas

ANALYZING DATA USING MULTIPLE IF STATEMENT FUNCTIONS

Some examples of multiple If Statement functions are:

Note: In a multiple nested IF Statement Function you type a closing

Multiple If Statements Using the Maximum of 7

2 Reference Worksheet: Multiple Conditions

IF FUNCTIONS ANALYZING DATA USING MULTIPLE AND CONDITIONS

You can have up to 30 conditions in the AND function. Each condition

An example of multiple And conditions in an If Statement functions:

You can have up to 30 conditions in the OR function. Each

An example of multiple OR conditions in an If Statement functions:

2 Reference Worksheets: ISERROR Statements

USING THE ISERROR FUNCTION

The ISERROR function can be used within an If Statement

The ISERROR function returns a logical True in an IF statement if

Error Value Description

#N/A Occurs when a value is not available to a function or

#VALUE Occurs when the wrong type of argument or operand is

#REF Occurs when a cell reference is not valid.

#DIV/0 Occurs when a number is divided by zero (0).

#NUM Occurs with invalid numeric values in a formula or

#NAME Occurs when Microsoft Excel doesn't recognize text in a

#NULL Occurs when you specify an intersection of two areas

An example of the ISERROR function is:

(See Next Page for Worksheet example)

Worksheet Without ISERROR Statement