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Introduction to EXCEL Major Functions and Operations
(For internal use only)

Drafted by: Checked by: Checked by: Approved by:

Gong Guanghui

Date: Date: Date: Date:

2003-04-26 2003-09-19

Huawei Technologies Co., LTD
All rights reserved

Introduction to EXCEL Major Functions and Operations

Internal

Revision Record
Date 2003-04-26 2003-09-19 Version Description Author

Initial draft completed Gong Guanghui Revise Gong Guanghui, Fan Ri

2006-05-27

All rights reserved

Page 2

....................... 24 ......................................................................................................................................... 5 Major Functions .................Table of contents 1 2 3 4 Overall Description ........................ 16 Summary ............................................................................................................................................. 5 EXCEL Major Operations .................................................................................................................

major functions.Introduction to EXCEL Major Functions and Operations Internal 错误!未找到引用源。 Keywords: EXCEL. MACRO. List of abbreviations: List of references: List of references Author No. network optimization Abstract: This document gives a brief introduction to Excel major operations. network planning. Release date How to get it Publicat ion house 2006-05-27 All rights reserved Page 4 . function and compiling of MACRO.

select the cells down the specified direction till the first blank cell is found. cell configuration. BTS database maintenance Excel helps to create a BTS maintenance database. Traffic statistic data analysis Excel helps to create traffic statistic templates to work out some measurement items automatically through some major functions and operations. a general comprehension of the whole network or a specific BTS can be viewed through the database. The three major applications of Excel for RNP engineers: 1. It plays an important role in database maintenance. Location area. As shown in Figure 1. Function: Starting from the current cell. data modification and traffic statistic data analysis. Therefore. BTS type. the corresponding BSC. 2. TCH. CGI and so on.Introduction to EXCEL Major Functions and Operations Internal 1 Overall Description Excel is a useful tool for the network planning & optimization engineers. 2 EXCEL Major Operations SHIFT + CTRL + direction key Usually. cutover time. 3. Data modification Excel helps to look for data to be modified in DBF quickly during network optimization. Figure 1: CTRL + SHIFT + direction key 2006-05-27 All rights reserved Page 5 . The key combination SHIFT + CTRL + direction key just helps to select numerous data conveniently. but it is hard to control to select numerous data in that way. we select the data required in the table by dragging the mouse. BCCH. including BTS name.

Introduction to EXCEL Major Functions and Operations Internal Dragging the mouse while pressing the Ctrl button (fill cells or serials) Steps: Select a cell or multiple cells to be copied. there is only one option: fill cells. When the pointer becomes a cross then press the Ctrl button and drag the mouse to the last destination cell and then release the mouse. there are two options: fill cells and fill serials. and put the mouse in the right lower corner of the last cell selected. Figure 2 Drag the mouse while pressing the left Ctrl button (fill serials) 2006-05-27 All rights reserved Page 6 . For others. For numeric cells.

Modify data of the cells in the same location of some worksheets Steps: Select the worksheets to be modified using the key combination: Ctrl + left mouse button.Introduction to EXCEL Major Functions and Operations Internal Figure 3 Drag the mouse while pressing the Ctrl button (fill cells) Notes: Using Ctrl key can shift the operation between the fill cell and serials. and then input the new data in the cell of any worksheet. Figure 4 Modify data of the cells in the same location of some worksheets 2006-05-27 All rights reserved Page 7 .

When the mouse becomes pressing the left button. and put the mouse in the left upper corner of the selected scope.Introduction to EXCEL Major Functions and Operations Internal Cut and paste Steps: Select the cells whose data is to be cut. Average. and so on. indicating the current operations such as Sum. Status bar There is a status bar at the left lower of the Excel window./Min. Max. drag the mouse to the destination while 2006-05-27 All rights reserved Page 8 . Figure 5 Status bar .

Introduction to EXCEL Major Functions and Operations Internal Conditional format Excel can help to display items properties visually. such as whether the sites are enabled. as shown in Figure 6. Figure 6 Conditional format (label) 2006-05-27 All rights reserved Page 9 .

Introduction to EXCEL Major Functions and Operations Internal Steps: Select a cell or multiple cells or the whole column. Figure 7 Conditional format (set) Click here to set the visual property 2006-05-27 All rights reserved Page 10 . Click [Format/Conditional format] in the menu bar.

Introduction to EXCEL Major Functions and Operations Internal Group and ungroup When there are numerous data in a worksheet. data with the same feature can be grouped to keep the information more legible. Creation of pull-down list Figure 9 Creating pull-down list 2006-05-27 All rights reserved Page 11 . as shown in Figure 8. Figure 8 Group and ungroup ungroup group Steps: Click [Data/Group and outline].

Or click at the blank in the left upper corner of the sheet to select the whole table. but ends before the first blank cell of the column that exceeds this column. Then follow the instruction to input the corresponding information in the interface.Introduction to EXCEL Major Functions and Operations Internal Steps: Select [Data/Validation] to pop up the [Data validation] interface. then press [Delete] to clear the contents of the whole table. and double click the cell when the pointer becomes “+”. Figure 11 Clear cells in batch 2006-05-27 All rights reserved Page 12 . As a result. Figure 10 Creation of pull-down list Must be list Input the data source Double click to copy cell Steps: Put the mouse in the cell to be copied. Clear cell contents in batch Select the cells to be cleared and then press [Delete]. the data of this cell will be filled into the cells down this column. as shown in Figure 10.

Introduction to EXCEL Major Functions and Operations Internal Click here to select the whole table Page break Figure 12: Page break Move the mouse here to adjust the page size. Move the mouse here to adjust the page Steps: Click [View-/Page break preview]. and then follow the prompt popped up to adjust the 2006-05-27 All rights reserved Page 13 .

If input “= C$4” in the formula bar for D4. the formula of E4 is still “$C4” when dragging D4 to E4. Set print area Steps: Select cells to be printed. While E4 will be filled with 60 when we drag D4 to E4. If input “=$C$4” in the formula bar for D4. Select [File/Print Area/Set Print Area]. is added with “$" ahead. Likewise. If input “=C4” in the formula bar for D4. once the row code is added with “$" ahead. If input “$C4” in the formula bar for D4. and that of D5 is still “C$4” when dragging D4 down to D5.Introduction to EXCEL Major Functions and Operations Internal page size. the formula of E4 becomes “D$4" when dragging D4 to E4. while that of D5 becomes “$C5” when dragging D4 down to D5. the formula of the cells in the same column will keep consistent with that of that column. In conclusion. In a worksheet. “C$4” and “$C$4”. then the auto filling formula of any cell the mouse moves to is also “=$C$4”. where the formula becomes “=D4”. the formula of the cells in the same row will keep consistent with that of that cell. where the formula becomes “=C5”. D5 will be filled with 50 when we drag D4 into D5. Relative reference and absolute reference Distinguish “C4” from “$C4”. The user can also click the [Print Preview] button to view the 2006-05-27 All rights reserved Page 14 . C4 and C5 are filled with 60 and 50 respectively. Then only those cells selected will be printed out. once the column No.

Operations on the key board Table 1 Operations on the key board Move to To the current cell To the start of the current row To worksheet To the previous/next Page Up/Page Down Alt+Page Down Press <Control + Home> while the scroll bar is locked.Introduction to EXCEL Major Functions and Operations Internal contents to be printed out. Up/Alt+Page screen display To the screen display on the left/right To the left upper corner of the window To the right lower corner of the window the start of the Ctrl+Home Key combination Ctrl+Backspace Home Points of attention 2006-05-27 All rights reserved Page 15 . The user can also cancel the preset print area by selecting [File/Print Area/Clear Print Area]. Figure 13 Set print area Click <Close> to go back to the normal view. Press <End + Home> while the scroll bar is locked.

Vlookup Searches for a value in the leftmost column of a table. or a text string. and then returns a value in the same row from a column you specify in the table. Lookup_value can is the table of information in which data is looked up. range or a range name. false/true) Parameter description: Lookup_value Table_array is the value to be found in the first column of the array. such as Database or List.Introduction to EXCEL Major Functions and Operations Internal Formula auditing Formula auditing function is used to query the details about the formula being used. Use a reference to a be a value. table_array . 3 Major Functions Excel provides various functions to perform data processing.range_lookup. Format: VLOOKUP(lookup_value . Here is a brief introduction to the major functions. a reference. Select the cell where the formula to be queried is and click the corresponding button in the formula auditing tools bar to get the corresponding information. col_index_num. Figure 14 Formula auditing Formula auditing tools bar Steps: Right click at the blank area in the tools bar and select Formula auditing. 2006-05-27 All rights reserved Page 16 .

Except the Analysis ToolPak function library. otherwise VLOOKUP may not give the correct value.. In the dialog box choose “Analysis ToolPak-VBA” Note: Because some functions aren’t loaded automatically. based on the number of characters you specify.. TRUE. ending address) LEFT/RIGHT RIGHT returns the last character or characters in a text string. MAX/MIN(Range) SUMIF / COUNTIF Adds the cells specified by a given condition or criteria. starting at the position you specify. Returns the smallest number in a set of values. so if you can’t use them in Excel. 0.Introduction to EXCEL Major Functions and Operations Internal Col_index_num be returned. the values in the first column of table_array must be placed in ascending order: . table_array does not need to be sorted. 1. MID MID returns a specific number of characters from a text string. FALSE. starting address. HEX2DEX/DEC2HEX HEX2DEX/DEC2HEX is responsible for the inter-conversion between decimal and hexadecimal. This function isn’t loaded as default.. number of character) MAX/MIN Returns the largest value in a set of values.. A-Z. -2. based on the number of characters you specify. Count number of cells within a range that meet the given condition. Click “Add-Ins” 3. based on the number of characters you specify.. you can try as showing above to add the function library that contains the corresponding functions first. Click “tools” menu 2. SUMIF 2006-05-27 All rights reserved Page 17 . LEFT returns the first character or characters in a text string. If range_lookup is FALSE. 2. Format MID(source string. you should add this function manually by doing as the following: 1. Excel also includes others. -1. is the column number in table_array from which the matching value must False/true: If range_lookup is TRUE. .. Format: Left/Right(Source string.

criteria can be expressed as 32. "apples" IF Use IF to conduct conditional tests on values and formulas. For example. is the criteria in the form of a number.array2. SUMPRODUCT treats array entries that are not numeric as if they were zeros. array2.array3. For example. ">32". ">32". The array arguments must have the same dimensions. expression.Introduction to EXCEL Major Functions and Operations Internal SUMIF(range. . or text that defines which cells are the actual cells to sum. Large Returns the k-th largest value in a data set.. "32".sum_range) Range Criteria is the range of cells you want evaluated.criteria) Range Criteria is the range of cells from which you want to count cells. SUMPRODUCT(array1. "apples". will be added. For example. Sumproduct Multiplies corresponding components in the given arrays... then add. "32". you can use LARGE to return the highest. You can use this function to select a value based on its relative standing. or text that defines which cells will be counted. criteria can be expressed as 32. expression. SUMPRODUCT returns the #VALUE! error value. runner-up. Sum_range COUNTIF(range. .) Array1. and returns the sum of those products. is the criteria in the form of a number. If they do not. or third-place score. Figure 15: SUMPRODUCT are 2 to 30 arrays whose components you want to multiply and 2006-05-27 All rights reserved Page 18 ..criteria. array3.

Figure 16 Macro with user interface 2006-05-27 All rights reserved Page 19 . 2 Macro with interface (as shown in Figure 16) It enables various user inputs and operations. A macro is a series of commands and functions are stored in a Microsoft Visual Basic module which can be run whenever you need to perform the task. For example. Macro can be classified into two categories: 1.Introduction to EXCEL Major Functions and Operations Internal MACRO If you perform a task repeatedly in Microsoft Excel. Therefore. so it is popular for its flexibility and customization performance. Macro without user interface. it is just for special use. if you often enter long text strings in cells. It is lack of interactive capability since it can not enable user input and other operations. you can automate the task with a macro. you can create a macro to format those cells so that the text wraps. It can be started with the key combination ALT+F8.

Enabled = False End If End Sub Create a macro Record a macro 2006-05-27 All rights reserved Page 20 . Here is an example of the components of an MACRO. 'Determinte whether to allow Update cell Info Private Sub CheckBox2_Click() Dim c as integer If c = 0 Then CommandButton4.Enabled = True c=1 ElseIf c = 1 Then c=0 CommandButton4.Introduction to EXCEL Major Functions and Operations Internal Introduction to the components of an MACRO MACRO is compiled with VBA.

an access key is a key combination. If you want to include a description of the macro. click Options. click the location where you want to store the macro. Click the Security tab. Spaces are not allowed in a macro name. point to Macro. In contrast. Notes: The first character of the macro name must be a letter. In the Macro name box. or underscore characters. select Personal Macro Workbook. Macros are recorded in the Visual Basic for Applications programming language. 2006-05-27 All rights reserved Page 21 so that it is selected. and then select the security level you want to use. Set the security level to Medium or Low. Note: The shortcut key will override any equivalent default Microsoft Excel shortcut keys while the workbook that contains the macro is open. such as ALT+F.) . numbers. The shortcut key letter you use cannot be a number or special character such as @ or #. command. Other characters can be letters. How? On the Tools menu. 5. 6. In the Store macro in box. Do not use a macro name that is also a cell reference or you can get an error message that the macro name is not valid. If you want a macro to be available whenever you use Excel. that you use to carry out a menu command. If you want to run the macro by pressing a keyboard shortcut key (shortcut key: A function key or key combination. or control. enter a letter in the Shortcut key box. Carry out the actions you want to record. where letter is any letter key on the keyboard. type it in the Description box. 3. click Macro Security.Introduction to EXCEL Major Functions and Operations Internal 1. 4. If you want the macro to run relative to the position of the active cell. Under Macro Security. that moves the focus to a menu. record it using relative cell references. Excel will continue to record macros with relative references until you quit Excel or until . such as F5 or CTRL+A.). 2. click Relative Reference you click Relative Reference again. 8. and then click Record New Macro. On the Tools menu. 7. enter a name for the macro(macro: An action or a set of actions you can use to automate tasks. an underscore character works well as a word separator. On the Stop Recording toolbar. You can use CTRL+ letter (for lowercase letters) or CTRL+SHIFT+ letter (for uppercase letters). Click the Security Level tab. so that it is not selected. Click OK.

point to Macro. 3. Open the workbook that contains the macro (macro: An action or a set of actions you can use to automate tasks. click Options. 5. 7. click Microsoft Visual Basic Help. Click Edit. Create a startup macro Automatic macros (macro: An action or a set of actions you can use to automate tasks. Select the lines of the macro you want to copy.Introduction to EXCEL Major Functions and Operations Internal 9. and then select the security level you want to use. and then click Visual Basic Editor. When you're finished writing your macro.you want to copy. 6. Click the Security tab. To display a toolbar. To copy the entire macro. point to Macro. On the Standard toolbar (toolbar: A bar with buttons and options that you can use to carry out commands. click Macro Security. such as Auto_Activate. Macros are recorded in the Visual Basic for Applications programming language. and then click Macros. Macros are recorded in the Visual Basic for Applications programming language. In the Macro name box. point to Toolbars on the View menu. 3. For more information about these macros. click Close and Return to Microsoft Excel on the File menu. and then click Visual Basic Editor. press F5. If the button you want doesn't appear. On the Tools menu in Microsoft Excel.). and then ask the Assistant for the information you want.). Set the security level to Medium or Low. On the Tools menu. make sure to include the Sub and End Sub lines in the selection. On the Stop Recording toolbar. Under Macro Security. 5. Click the Security Level tab. Copy part of a macro to create another macro 1. On the Help menu. and then click the toolbar you want. 2. 4. Macros are recorded in the Visual Basic for Applications programming language. If you want to run the macro (macro: An action or a set of actions you can use to automate tasks. enter the name of the macro that you want to copy.) from the module window.) . see Visual Basic Help (Microsoft Visual Basic Help: To get Help for Visual Basic in Excel. click Stop Recording. 4. 2.). Type or copy your code into the code window of the module. How? On the Tools menu. click Module. click More Buttons. point to Macro on the Tools menu. Create a macro using Microsoft Visual Basic 1. are designed to run when you start Microsoft Excel.click Copy 2006-05-27 All rights reserved Page 22 . On the Insert menu.

The Visual Basic Editor contains a complete debugging toolset for finding syntax. 8. run-time. Switch to the module where you want to place the code. Tip You can view your Personal Macro Workbook file (Personal.xls is a hidden workbook that is always open. Click Paste. Because Personal. Here is an example to create an MACRO with VBA Figure 17 Create an MACRO with VBA 2006-05-27 All rights reserved Page 23 .xls) at any time by opening it in the Visual Basic Editor (Visual Basic Editor: An environment in which you write new and edit existing Visual Basic for Applications code and procedures. you must unhide it if you want to copy a macro.Introduction to EXCEL Major Functions and Operations Internal .) (Alt+F11). and logic problems in your code.

To master Excel operation skills. 2006-05-27 All rights reserved Page 24 .Introduction to EXCEL Major Functions and Operations Internal 4 Summary This document is presented to give a brief introduction to some major operations and functions. continuous study and frequent practice are required.