Microsoft Excel 2010: Data Analysis and Business Modeling phần 4 docx

The Use A Formula option in the Conditional Formatting Rules Manager dialog box enables you to specify a formula that defines conditions that Excel checks before it applies formatting to

increased over the previous quarter in green and highlight quarters in which revenues decreased over the previous quarter in red.

FIGURE 24-23 Highlighting increased sales in green and decreased sales in red.

The Use A Formula option in the Conditional Formatting Rules Manager dialog box enables you to specify a formula that defines conditions that Excel checks before it applies formatting

to a cell I’ll use this option in this section, but before I demonstrate the formula option, let’s look at how Excel evaluates some logical functions The work is in the file Logicalexamples.xlsx

What happens when you type a formula such as =B3<2 in cell B4? If the value in B3 is a

number smaller than 2, Excel returns the value True in cell B4; otherwise, Excel returns False You can refer to the file Logicalexamples.xlsx, shown in Figure 24-24, for other examples like this, including combinations of AND, OR, and NOT in formulas

■ In cell B6, the formula =OR(B3<3, C3>5) returns the value True if either of the

conditions B3<3 or C3>5 is true Because the value of C3 is greater than 5, Excel

returns True

■ In cell B7, the formula =AND(B3=3,C3>5) returns True if B3=3 and C3>5 Because B3 is not equal to 3, Excel returns False In cell B8, however, the formula =AND(B3>3,C3>5) returns True because B3>3 and C3>5 are both true.

■ In cell B9, the formula =NOT(B3<2) returns True because B3<2 would return False, and

a not-false value becomes True

Chapter 24 Conditional Formatting 201

FIGURE 24-24 Logical functions.

Now let’s look at how the Use A Formula option allows you to create a conditional format

in a range of cells Begin by selecting the range of cells to which you want to apply a

conditional format Then click Conditional Formatting, Manage Rules to display the

Conditional Formatting Rules Manager dialog box Click New Rule, and then select the Use

A Formula To Determine Which Cells To Format option (the last option; I also simply call this

the formula option) To use the formula option, you enter a formula (the formula must start

with an equals sign) that is true if and only if you want the cell in the upper-left corner to be assigned the chosen format Your logical formula can be copied like an ordinary formula to the remainder of the selected range, so judicious use of dollar signs ($) is needed to ensure that for each cell of the selected range the formula will be true if and only if you want your format to apply to the cell Click Format, and then enter the formatting you want Click OK After clicking OK in the Conditional Formatting dialog box, your formula and formatting are copied to the whole cell range The formatting is applied to any cell in the selected range that satisfies the condition defined in the formula

Returning to the file Amazon.xlsx, let’s focus on highlighting in green the quarters in which revenues increase Basically, what you want to do is select the range E6:E61 (there is no prior quarter to which you can compare the revenue figure in cell E5) and then instruct Excel that

if a cell’s value is larger than the cell above it, highlight the cell in green Figure 24-25 shows how to set up the rule

FIGURE 24-25 Conditional formatting settings that will display in green the quarters in which revenue increased.

in that quarter exceed the previous quarter After clicking OK, you’ll find that all quarters in which revenue increased are colored green Notice that in cell E7, for example, the formula

was copied in the usual way, becoming =E7>E6.

To add the condition for formatting cells in which revenue decreased, select the range E6:E61 again, open the Conditional Formatting Rules Manager dialog box, click New Rule, and then

select Use A Formula To Determine Which Cells To Format Enter the formula =E6<E5, and

then click Format On the Fill tab, change the fill color to red, and then click OK twice The Conditional Formatting Rules Manager dialog box now appears as shown in Figure 24-26

FIGURE 24-26 These conditions will display quarters in which revenue increased in green, and quarters in which revenue decreased in red.

You can use the formula option with color scales, data bars, and icon sets Simply select the option when setting the criteria for your color scale, data bars, or icon sets

Given a list of dates, how can I indicate weekend dates in a specific color?

The file Weekendformatting.xlsx (see Figure 24-27) contains several dates I want to highlight

all Saturdays and Sundays in red To do this, I first copied the formula WEEKDAY(C6,2) from cell D6 to D7:D69 Choosing Type=2 for the WEEKDAY function returns a 1 for each Monday,

a 2 for each Tuesday, and so on, so that the function returns a 6 for each Saturday and a 7 for each Sunday

Chapter 24 Conditional Formatting 203

FIGURE 24-27 Using the WEEKDAY function to highlight weekend days in red.

I now select the range D6:D69, click Conditional Formatting, and then click Manage

Rules After clicking New Rule and the formula option, I fill in the dialog box as shown in Figure 24-28

FIGURE 24-28 The Edit Formatting Rule dialog box set up to display weekend days in red.

After I click OK, each date having its weekday equal to 6 (for Saturday) or 7 (for Sunday) is

colored red The formula =OR(D6=6,D6=7) implies that a cell entry of 6 or 7 will activate the red font color Of course, I could have used Format Only Cells That Contain and used >=6 or

>5 to obtain the same formatting.

here is to fill with red the cell containing the rating for each player for the position to which she’s assigned.

FIGURE 24-29 This worksheet rates each player’s ability to play a position.

Begin by selecting the range C3:E22, which contains the players’ ratings Click Conditional Formatting, Manage Rules Then click New Rule, and choose the formula option Now fill in the dialog box as shown Figure 24-30

FIGURE 24-30 The Edit Formatting Rule dialog box set up to show player ratings in red fill.

Chapter 24 Conditional Formatting 205

The formula =$A3=C$1 compares the player’s assigned position to the column heading

(1, 2, or 3) in row 1 If the player’s assigned position is set to 1 (Guard), her rating in column C, which is her guard rating, appears in red Similarly, if the player’s assigned position is set to 2, her forward rating in column D appears in red Finally, if the assigned position is set to 3, her center rating in column E appears in red Note that if you do not include the dollar sign with the A and the 1 in the formula, it will not copy down and across correctly

I also want to note that Excel 2010 allows conditional formats created with formulas to reference data in other worksheets In prior versions of Excel you could reference data only in the worksheet where the format was placed

What does the Stop If True option in the Manage Rules dialog box do?

Suppose that the Stop If True option is selected for a rule If a cell satisfies this rule, all lower precedent rules are ignored To illustrate the use of Stop If True, assume you have created a data bar format, but you don’t want data bars to appear in cells having values greater than or equal to 50 Simply use Manage Rules to add a first format to the cell range that takes effect

only if the value of the cell is >=50 Have the first format use an automatic (black) font and

select Stop If True for that format Now, for all cells having values greater than or equal to 50, Excel will stop and not use the data bar format

❑ Highlight the largest S&P index value in red and the smallest in purple

2 Using the data in the file Toysrusformat.xlsx, highlight in red all quarters for which

revenue has increased over at least the last two quarters Highlight all fourth-quarter revenues in blue and first-quarter revenues in red

3 The file Test.xlsx contains exam scores for students The top 10 students receive an

A, the next 20 students receive a B, and all other students receive a C Highlight the

A grades in red, the B grades in green, and the C grades in blue Hint: The function

LARGE(D4:D63,10) gives you the tenth-highest grade on the test.

4 In the file Weekendformatting.xlsx, highlight all weekdays in red Highlight in blue all

days that occur in the first 10 days of the month

sales The sales variance for a month equals:

predictedsales actualsales – predictedsales

Highlight in red all months with a favorable variance of at least 20 percent, and highlight in green all months with an unfavorable variance of more than 20 percent

7 For our drug cost example from Chapter 22, “The OFFSET Function,” format the

worksheet so that all Phase 1 costs are displayed in red, all Phase 2 costs are displayed

in green, and all Phase 3 costs are displayed in purple

8 The file Names.xlsx contains a list of names Highlight all duplicates in green and all

names containing Ja in red.

9 The file Duedates.xlsx contains due dates for various invoices Highlight in red all

invoices due by the end of the next month

10 In the file Historicalinvest.xlsx, set up conditional formatting with three icons so that

10 percent of returns have an up arrow, 10 percent have a down arrow, and 80 percent have a horizontal arrow

11 The file Nbasalaries.xlsx contains salaries of NBA players in millions of dollars Set up

data bars to summarize this data Players making less than $1 million should have the shortest data bar, and players making more than $15 million should have largest data bar

12 Set up a three-color scale to summarize the NBA salary data Change the color of the

bottom 10 percent of all salaries to green and the top 10 percent to red

13 Use five icons to summarize the NBA player data Create break points for icons at $3

million, $6 million, $9 million, and $12 million

14 How could you set things up so that no icons are shown for players who have salaries

between $7 million and $8 million? Hint: Use the Stop If True option

15 The file Fractiondefective.xlsx contains the percentage of defective units produced

daily A day’s production is considered acceptable if 2 percent or less of the items produced are defective Highlight all acceptable days with a green flag In another worksheet, highlight all acceptable days with a red flag Hint: Use the Stop If True option to ensure that no icon occurs in any cell containing a number less than 2

Chapter 24 Conditional Formatting 207

16 Summarize global warming data with a three-color scale Lower temperatures should

be blue, intermediate temperatures should be yellow, and higher temperatures

should be red

17 Suppose you are saving for your child’s college fund You are going to contribute the

same amount of money to the fund at the end of each year Your goal is to end up with

$100,000 For annual investment returns ranging from 4 percent to 15 percent, and number of years investing varying from 5 to 15 years, determine your required annual contribution Suppose you are able to save $10,000 per year Use conditional format-ting to highlight for each annual return rate the minimum number of years needed to accumulate $100,000

18 The file Amazon.xlsx contains quarterly revenues for Amazon.com Use conditional

formatting to ensure that sales during each quarter are highlighted in a different color

19 Set up conditional formatting that colors the cell range A1:H8 like a checkerboard, with

alternating white and black coloring Hint: The ROW() function gives the row number of

a cell, and the COLUMN() function gives the column number of a cell

20 When students take Vivian’s accounting exam they are told to enter their e-mail alias

on a Scantron Often they make a mistake Vivian has a list of the actual e-mail aliases for the students in the class She would like to highlight in yellow the e-mail aliases entered by students that are not true aliases This will help her easily correct them The file Scantrons.xlsx contains the necessary data Help Vivian out!

21 The file Top5.xlsx contains the revenues each year of 50 companies For each year

highlight the companies that have the five largest revenues Hint: The function

LARGE(B1:B50,5) would return the fifth largest number in the range B1:B50.

22 The file Threetimes.xlsx contains a list of names Highlight in red each name that

appears at least three times

23 The file GNP.xlsx contains quarterly U.S gross national product Take advantage of the

fact that data bars handle negative values to summarize quarterly GNP percentage growth rates

24 Using the data in the file Globalwarmingtemp.xlsx, highlight the years (not the

temperatures) in which the temperature is above average

■ I love the great icon sets described in Chapter 24, “Conditional Formatting.” Can I sort

my data based on the icon in the cell?

■ My worksheet includes a column containing the month in which each sale occurred When I sort by this column, I get either April (first month alphabetically) or October (last month alphabetically) on top How can I sort by this column so that January transactions are on top, followed by February, and so on?

■ Can I sort data without using the Sort dialog box?

Almost every user of Microsoft Excel has at one time or another sorted columns of data alphabetically or by numerical value Let’s look at some examples of how wonderful and powerful sorting is in Excel 2010

Answers to This Chapter’s Questions

How can I sort sales transaction data so that transactions are sorted first by salesperson, then by product, then by units sold, and finally in chronological order from oldest to most recent?

JAC is a small company that sells makeup The Makeup worksheet in the Makeupsorttemp.

xlsx file in the Templates folder for this chapter (see Figure 25-1) contains the following sales transaction information:

■ Transaction number

■ Name of salesperson

■ Date of transaction

■ Product sold

210 Microsoft Excel 2010: Data Analysis and Business Modeling

■ Units sold

■ Dollars received

■ Location of transaction

FIGURE 25-1 Sales transaction data before sorting.

I want to sort the data so that:

■ Transactions are listed alphabetically by salesperson I want to sort in the usual A-to-Z order so that all of Ashley’s transactions are first and all of Zaret’s transactions are last

■ Each person’s transactions are sorted by product Thus, Ashley’s eye liner transactions will be followed by Ashley’s foundation transactions and so on

■ For each salesperson and product, transactions are listed by number of units sold (in descending order)

■ If a salesperson makes two or more sales of the same product for the same number of units, transactions are listed in chronological order

In versions of Excel before Excel 2007, it was difficult to sort on more than three criteria Excel 2007 and Excel 2010 allow you to apply up to 64 criteria in one sort To sort the sales data, I first need to select the data (cell range E3:K1894) Two easy ways to select this data are

as follows:

■ Position the cursor in the upper-left corner of the data (cell E3), and then press

Ctrl+Shift+Right Arrow followed by Ctrl+Shift+Down Arrow

■ Position the cursor anywhere in the cell range and press Ctrl+Shift+*

FIGURE 25-2 Sort dialog box not yet filled in.

Because row 3 contains headings for the data columns, I select the My Data Has Headers check box Now I select the following four criteria in the order shown:

1 Sort by the Name column so that values (this means cell contents) are in A-to-Z order.

2 Sort by the Product column so that values are in A-to-Z order.

3 Sort by the Units column so that values are in order from largest to smallest.

4 Sort by the Date column so that values are in chronological order from oldest to

newest

The dialog box now looks like Figure 25-3

FIGURE 25-3 Sort dialog box set up for the sales sorting example.

The final result of our sort is shown in Figure 25-4

212 Microsoft Excel 2010: Data Analysis and Business Modeling

FIGURE 25-4 Sorted sales transaction data.

Note that all of Ashley’s transactions are listed first, with eye liner followed by foundation, and so on Eye liner transactions are listed from the largest number of units sold to the small-est In the case of a tie (see rows 6 and 7), the transactions are listed in chronological order.Using the Sort dialog box, you can easily add sort criteria (Add Level), delete sort criteria (Delete Level), copy the settings that define a level of the sort (Copy Level), or specify whether your data has headers By selecting Options, you can make the sort operation case sensitive or even sort data for which each data item is listed in a different column (instead of the more common situation in which each case is in a different row)

I have always wanted to sort my data based on cell color or font color Is this possible in Excel 2010?

In Excel 2010, sorting on cell or font color is simple Consider the Makeup worksheet in the

Makeupsorttemp.xlsx file Several names in column F are highlighted in different colors For example, Cici in cell F620 is highlighted in red, and Colleen in cell F833 is highlighted in yellow Suppose you want names with green fill on top, followed by yellow, and then by red, with the rest of the rows on the bottom To sort the Name column by color, simply select the range you want to sort (E3:K1894), click Sort, and click Add Level After selecting the Name column, click the Sort On setting, and select Cell Color (selecting Font Color sorts by font color) For the first level, select green from the Order list, select yellow for the second level, and select red for the third level The completed dialog box is shown in Figure 25-5 The re-

sulting sort is shown in the Colors worksheet of the Makeupsort.xlsx file found in the Practice

Files folder for this chapter and shown in Figure 25-6

FIGURE 25-5 Sort dialog box set up to sort by color.

FIGURE 25-6 Results of sorting by color.

I love the great icon sets described in Chapter 24, “Conditional Formatting ” Can I sort my data based on the icon in the cell?

To sort by icon, simply select Cell Icon from the Sort On list in the Sort dialog box Then, in the Order list, choose the icon you want on top for the first level and so on

My worksheet includes a column containing the month in which each sale occurred When I sort by this column, I get either April (first month alphabetically) or October (last month alphabetically) on top How can I sort by this column so that January transactions are on top, followed by February, and so on?

The Dates worksheet in the Makeupsorttemp.xlsx file contains a list of months (See Figure

25-7.) I would like to sort the months so that they appear in chronological order ning with January I begin by selecting the range D6:D15 and sorting column D by values When selecting the order, I select Custom List and then select the option beginning with

begin-214 Microsoft Excel 2010: Data Analysis and Business Modeling

January, February, March Note that you could also have sorted by the day of the week The

completed dialog box is shown in Figure 25-8, with the resulting sort shown in Figure 25-9.Note that in the Custom Lists dialog box you can create a custom sort order list Simply select New List, under List Entries type the entries in the order you want to sort by, and then click Add Your new list is now included as a menu selection For example, if you enter Jack, John, and Alan in List Entries (on different lines or separated by commas), all entries with Jack would be listed first, followed by John listings, with Alan listings at the end

FIGURE 25-7 Months to be sorted.

FIGURE 25-8 The Sort dialog box set up to sort by month.

FIGURE 25-9 Months sorted in chronological order.

est to the most recent To begin, select the least important column to sort on first, which is the date column (G3:G1894) Next, in the Sort & Filter group on the Data tab, click the Sort A

To Z button (see Figure 25-10) and, with the Expand The Selection option selected, click Sort

so that all the columns are sorted The Sort A To Z button sorts numerical data so that the smallest numbers or oldest dates are on top, and sorts text so that A precedes B and so on

FIGURE 25-10 Sorting.

The Sort Z To A button, of course, sorts numerical data so that the largest numbers or most recent dates are on top, and sorts text data so that Z precedes Y

Next, sort by the second least important column (Units) Z To A because you want larger sales

on top Then sort from A to Z by Product, and finally from A to Z by salesperson These steps achieve the same results as shown in Figure 25-4

Problems

1 In the Makeupsort.xlsx file, sort the sales data alphabetically by location, then by

product type, then by name, then by date of sale, and finally by units sold

2 The Sortday.xlsx file contains hours worked on different days of the week Sort the data

so that Monday data is followed by Tuesday data and so on

3 The Sorticons.xlsx file contains annual investment returns with an up arrow used to

indicate good years, a horizontal arrow used to indicate average years, and a red row used to indicate bad years Sort the data by the icons in the Stock column with up arrows on top, followed by horizontal arrows, and then red arrows

ar-4 The file Makeupsortfont.xlsx contains our makeup data with certain dates shown in

blue, red, or brown font Sort the data so that brown dates are on top, followed by red dates, and then blue dates

Chapter 26

Tables

Questions answered in this chapter:

■ I have entered in a worksheet the number of units sold and total revenue for each salesperson, and I can easily compute average price for each salesperson How can I create a nice format that is automatically copied if I enter new data? Also, is there an easy way to automatically copy my formulas when new data is added?

■ I have entered in my worksheet several years of natural gas prices, and I created a nice line chart displaying the monthly variation in prices Can I set things up so that when I add new gas price data, my chart automatically updates?

■ For each sales transaction, I have the salesperson, date, product, location, and size of the transaction Can I easily summarize, for example, total lipstick sales in the East made

by Jen or Colleen?

■ How can I easily refer to portions of a table in other parts of my workbook?

■ Do conditional formats automatically apply to new data added to a table?

When most of us use Microsoft Excel, we often enter new data Then we manually update our formulas, formats, and charts What a drag! Now the Excel 2010 table capabilities make this drudgery a thing of the past

Answers to This Chapter’s Questions

I have entered in a worksheet the number of units sold and total revenue for each

salesperson, and I can easily compute average price for each salesperson How can I create a nice format that is automatically copied if I enter new data? Also, is there an easy way to automatically copy my formulas when new data is added?

The file Tableexampletemp.xlsx in the Templates folder for this chapter (see Figure 26-1) contains units sold and revenue data for each of six salespersons You know that new data will be added beginning in row 12 Also, in column H, you would like to calculate the average

price (Units/Revenue) earned by each salesperson You would like to create an attractive

for-mat for the data and have the formula for average price copied down autofor-matically as new data is added

FIGURE 26-1 Data for creating a table.

Creating a table allows your analysis and formatting to be automatically updated when you add data Begin by selecting the current range of data (E5:G11), including headers Next, click Table on the Insert tab or press Ctrl+T After selecting the My Table Has Headers check box, you will see that the table range (E5:G11) is formatted beautifully This formatting will continue automatically whenever new data is entered into the table When you are working

in a table, many styles and options are available on the Design tab (See Figure 26-2.) You can select a formatting style that will be applied as new data is added to the table

Note that the column headings have arrows, as you can see in Figure 26-3 These arrows work as filters that can be used to sort or filter the table (More on filtering later in this chapter.)

FIGURE 26-2 Table design options.

FIGURE 26-3 Formatted table with filters.

The cells in the selected table (excluding the headers) are given the name Table1 by default

I changed the name to Sales in the Properties group on the Design tab If you click the Formulas tab and then click Name Manager, you can see that range E6:G11 is named Sales

The beauty of this range name (and the table) is that the range dynamically expands to clude new rows added to the bottom of the table and new columns added to the right of the

in-table In Chapter 22, “The OFFSET Function,” I used the OFFSET function to create a dynamic

range, but the new table capabilities make creation of a dynamic range a snap

Chapter 26 Tables 219 Suppose that in D15 you want to compute total revenue Begin by typing =SUM(S

Excel offers you the option to automatically complete the entry with the table range Sales

I implemented Autocomplete by double-clicking the range name You can also implement

Autocomplete by moving the cursor to Sales and pressing the Tab key Then, when you see

=SUM(Sales and type an opening bracket ( [ ), Formula AutoComplete offers the option to

complete the formula with column headings from the Sales table (See Figure 26-4.) You can

complete your formula as =SUM(Sales[Revenue]) and calculate total revenue as $155,480

(See Figure 26-5.) (You will see an example of selecting the entries in the AutoComplete box that begin with number signs (#) later in this chapter.)

FIGURE 26-4 AutoComplete options for a table.

FIGURE 26-5 Total revenue for original data.

If new rows of data are added, the data in these rows is automatically accounted for in the formula To illustrate this idea, you can add new data in row 12: Amanda sold 400 units for

$5,000 As shown in Figure 26-6, the total revenue has increased by $5,000 to $160,480.The formatting has been extended to row 12 as well, and the total revenue formula has been updated to include Amanda’s data Even if data is added within the table (instead of at the bottom), everything will be updated in a consistent fashion

FIGURE 26-6 New data added to table in row 12.

Now suppose that you want to compute in column H the price per unit earned by each

salesperson Simply type Unit Price in H5 as the column heading, and then in cell H6 type

=SALES[ In the AutoComplete list, click Revenue The formula is now =SALES[Revenue]

Type a slash (/), and use Formula AutoComplete to complete the formula as

=SALES[Revenue]}/Sales[Units] An amazing thing happens Excel automatically copies

the formula down to the bottom of the table in cell H12, as shown in Figure 26-7 If you go

to any cell in column H, the formula appears as [@Revenue]/[@Units] Of course,

=[@Revenue]/[@Units] is a lot easier to understand than =G6/F6 This formula can be

interpreted as taking whatever is in the current row in the Revenue column and dividing it

by whatever is in the current row in the Units column

FIGURE 26-7 Unit price formula autocopy.

If you click anywhere in a table, the Table Tools contextual tab appears on the ribbon and offers choices including the following:

■ Change Table Name Can be used to rename a table I changed the name from Table1

(the default) to Sales

■ Convert to Range Converts the table range to normal cells and removes the table

structure

■ Resize Table Adds or subtracts rows and/or columns to the defined table range.

■ Remove Duplicates Removes rows that contain duplicates For example, selecting

only the Name column in the Remove Duplicates dialog box ensures that a name will not occur more than once Checking both the Names and Units columns ensures that

no rows in the table will match both Name and Units, and so on

Chapter 26 Tables 221

■ Header Row If checked, displays the header row If unchecked, the header row is not

displayed

■ Total Row I discuss the total row later in this chapter.

■ First Column If checked, applies a special format to the first column of the table.

■ Last Column If checked, assigns a special format to the last column of the table.

■ Banded Rows If checked, gives the even-numbered rows in the table a different

format than odd-numbered rows

■ Banded Columns If checked, gives odd-numbered columns in the table a different

format than even-numbered columns

■ Table Styles Select from any of the table formats shown in this group Of course, if

the table expands or contracts, the format will adjust appropriately

I have entered in my worksheet several years of natural gas prices, and I created a nice line chart displaying the monthly variation in prices Can I set things up so that when I add new gas price data, my chart automatically updates?

In the file Gasprices507.xlsx, the worksheet Original contains natural gas prices per thousand

feet from July 2002 through December 2004 (See Figure 26-8.) As I previously described, you can select B5:C34 (containing months and prices) and press Ctrl+T to create a table from this range Then you can create a line graph to display this data by clicking Line in the Charts group on the Insert tab and selecting the fourth type of line graph The line graph I created

is shown in Figure 26-9

FIGURE 26-8 Gas price data: 2002–2004.

FIGURE 26-9 Gas price line graph: 2002–2004 data.

Next, I copied this worksheet (by right-clicking the worksheet name, clicking Move Or Copy Sheet, and then clicking Make A Copy) and added gas prices through July 2006 (The data

now extends to row 53.) I named the new worksheet New Data Note the line graph in this

worksheet automatically updates to include the new data (See Figure 26-10.)

FIGURE 26-10 Gas price line graph: 2002–2006 data.

This example illustrates that if you create a table of your data before creating a chart, new data will automatically be included in the chart

For each sales transaction I have the salesperson, date, product, location, and size of the transaction Can I easily summarize, for example, total lipstick sales in the East made by Jen or Colleen?

The file Tablemakeuptemp.xlsx contains sales transactions (See Figure 26-11.) For each transaction, I have the following information: transaction number, name, date, product, location, dollars, and units sold If I format this data as a table, I can add a total row for the Units and Dollars columns and then use the filter arrows to make the total row include the subset of transactions I want To begin, place the cursor anywhere within the data and create

a table by pressing Ctrl+T Note that if you scroll through the table, the header row remains

FIGURE 26-11 Makeup sales data.

FIGURE 26-12 Total revenue and units sold.

To make the totals reflect only lipstick sales in the East made by either Jen or Colleen, click the arrow in F3 (to the right of the Name header) Clear the Select All box so that no names are selected Then select the check boxes for Colleen and Jen (see Figure 26-13), and click OK Next, click the Product arrow and select the lipstick check box, and then click the Location arrow and select the East check box Use the same approach to show only lipstick in the Product column and only East in the location column You now see all the data fitting the

FIGURE 26-13 Selecting names from the table.

FIGURE 26-14 Filtered subtotals for units and revenue.

Chapter 26 Tables 225 How can I easily refer to portions of a table in other parts of my workbook?

The file Tablestructure.xlsx shows many examples of how you can refer to parts of a table

when you are working outside the table’s range These references are often called structured references (See Figure 26-15.) When you enter a table name into a formula, AutoComplete

makes the column names and the following table specifiers available for selection:

■ Table Name All cells in the table, excluding the header and total rows.

■ #All All cells in the table, including the total row (if any).

■ #Data All cells in the table except for the first row and the total row.

■ #Headers Just the header row.

■ #Totals Just the total row If there is no total row, this returns an empty cell range.

■ #This Row All table entries in the current row.

A column reference includes all cells in a table column, excluding the header and total row entries (if any)

Here are some examples of how table specifiers can be used in formulas:

■ In cell C15, the formula =COUNTA(Table1[All#]) yields 55 because the table contains 55

entries

■ In cell C16, the formula =COUNTA([Table1]) yields 45 because the header and tal rows are not counted In cell C17, the formula =COUNTA(Table[#data]) yields 45

because the cell range D5:H13 is referenced

■ In cell C18, the formula =COUNTA(Table1[#Headers]) yields 5 because only the header

row (D4:H4) is referenced

■ In cell C19, the formula =SUM(Table1[Q1]) yields 367 because the formula sums the

entries in E5:E13

■ In cell C20, the formula =SUM(Table1[#Totals]) sums up all entries in the total row and

yields 1,340, which is the total sum of all table entries

■ In cell C21, the formula =SUM(Table1[[Data#],[Q1]:[Q3]]) sums up all data entries that

are in columns Q1:Q3, inclusive (cells E5:G13) Thus, column names separated by a colon include all data entries between and including the column name before the colon and the column name after the colon

■ In cell B8, the formula =SUM(Table1[#This Row]) sums the entries in row 8

(41+28+49+40)

Of course, all of these formulas are automatically updated if new data is added to the table

FIGURE 26-15 Structured references.

Do conditional formats automatically apply to new data added to a table?

Yes, conditional formats will automatically include new table data (See Figure 26-16.) To

illustrate, I placed in worksheet Original of file Tablestructure.xlsx a conditional format to

highlight the three largest Q1 sales in column E Then entries in rows 7, 12, and 13 are

high-lighted In worksheet Add Biggersale, I added in cell E14 the entry 90 This becomes the

largest entry in the column and is immediately highlighted Cell E7 is no longer highlighted because it is no longer one of the three largest numbers in column E of the table

FIGURE 26-16 Conditional formatting extends automatically to new table data.

Chapter 26 Tables 227

Problems

1 The file Singers.xlsx contains a list of songs sung by different singers, as well as the

length of each song Set up your worksheet to compute the total number of songs sung by Eminem and the average length of each song Of course, if new data is added, your formulas should automatically update

2 In the file Tableexample.xlsx, set things up so that each salesperson’s rank in regards

to total revenue and units sold is included in the worksheet Of course, if new data is included, your ranks should automatically update You might find it convenient to use

the RANK.EQ function The syntax of the RANK function is =RANK.EQ(number,array,0)

This function yields the rank of a number in a range array, with rank=1 being the largest number

3 The file Lookupdata.xlsx contains product codes and prices Set up the worksheet so

that a product code can be entered and your worksheet will return the product price

Of course, when new products are introduced, your formula should still work

4 The file Productlookup.xlsx contains the product sales made each day of the week Set

up a formula that returns the sale of any product on any given day Of course, if new products are added to the data, your formula should be able to include sales for those products

5 The file Tablepie.xlsx contains sales information for different products sold in a small

general store You want to set up a pie chart to summarize this data Of course, if new product categories are added, the pie chart should automatically include the new data

6 The file Tablexnpvdata.xlsx lists cash flows received by a small business Set up a

formula to compute (as of January 5, 2007) the NPV of all cash flows Assume an annual discount rate of 10 percent Of course, if new cash flows are entered, your formula should automatically include them

7 The file Nikedata.xlsx contains quarterly sales revenues for Nike Create a graph of Nike

sales that automatically includes new sales revenue data

8 For the data in file Tablemakeuptemp.xlsx, determine total units and revenue for all lip

gloss or lipstick sold by Jen or Ashley in the South or East

9 The file Closest.xlsx contains people’s names and salaries Set up a worksheet that takes

any number and finds the person whose salary is closest to that number Your sheet should accomplish this goal even if new names are added or existing names are deleted from the list

work-10 The file Adagency.xlsx contains salaries and ages for employees of an ad agency, Set up

a spreadsheet that will compute the average salary and age of the agency’s employees

Of course, your calculations should automatically update if the agency hires or fires workers

and Group List Boxes

Questions answered in this chapter:

■ I need to run a sensitivity analysis that has many key inputs, such as Year 1 sales, annual sales growth, Year 1 price, and unit cost Is there a way I can quickly vary these inputs and see the effect of the variation on the calculation of net present value, for example?

■ How do I set up a simple check box that toggles conditional formatting on and off?

■ How can I set up my worksheet so that my supply-chain personnel can click a button to choose whether we charge a high, low, or medium price for a product?

■ How can I create an easy way for a user of my worksheet to enter a day of the week without having to type any text?

User forms enable a user of Microsoft Excel 2010 to add a variety of cool, useful controls

to a worksheet In this chapter, I show you how easy it is to use spin buttons, scroll bars, check boxes, option buttons, combo boxes, and list boxes To access Excel user forms, on the Developer tab on the ribbon, click Insert in the Controls group to display the forms controls (not to be confused with ActiveX Controls, which are usually used within the Microsoft Visual Basic for Applications [VBA] programming language.)

Note To display the Developer tab, click the File tab, and then click Options Click Customize Ribbon, and then select Developer in the Main Tabs list.

The user forms I discuss are shown in Figures 27-1 through 27-7 (See also the file

Controls.xlsx in the Practice files folder for this chapter.)

FIGURE 27-1 Spin button.

230 Microsoft Excel 2010: Data Analysis and Business Modeling

FIGURE 27-2 Scroll bar

FIGURE 27-3 Check box

FIGURE 27-4 Option button.

FIGURE 27-5 Group box.

FIGURE 27-6 Combo box.

FIGURE 27-7 List box.

Answers to This Chapter’s Questions

I’ll begin by showing you how to use spin buttons and scroll bars

As I discussed in Chapter 19, “Using the Scenario Manager for Sensitivity Analysis,” the Scenario Manager lets you change a group of input cells to see how various outputs change Unfortunately, the Scenario Manager requires you to enter each scenario individually, which makes creating more than a few scenarios difficult For example, suppose you believe that four key inputs to the car net present value (NPV) model are Year1 sales, Sales growth, Year1 price, and Year1 cost (See the file NPVspinners.xlsx.) You’d like to see how NPV changes as the inputs change in the following ranges:

Using the Scenario Manager to generate the scenarios in which the input cells vary within

the given ranges would be very time-consuming By using spin buttons, however, a user can

quickly generate a host of scenarios that vary each input between its low and high value A spin button is a control that is linked to a specific cell As you click the up or down arrow on the spin button, the value of the linked cell changes You can see how formulas of interest (such as one that calculates a car’s NPV) change in response to changes in the inputs

I need to run a sensitivity analysis that has many key inputs, such as Year 1 sales, annual sales growth, Year 1 price, and Year 1 unit cost Is there a way I can quickly vary these inputs and see the effect of the variation on the calculation of net present value, for example?

Here’s how to create spin buttons that allow you to vary Year1 sales, sales growth, Year1 price, and Year1 cost within the ranges you want The Original Model worksheet (see the file NPVspinnerstemp.xlsx in the Templates folder) is shown in Figure 27-8

FIGURE 27-8 The Original Model worksheet without any spin buttons

To create the spin buttons, select the rows in which you want to insert spin buttons (I used rows 2–5 in this example), and then increase the height of the rows by right-clicking and se-lecting Format, Row, and then Height A row height of 27 is usually enough to accommodate the spin button arrows Alternatively, hold down the Alt key while you draw the control so that it fits the cell

232 Microsoft Excel 2010: Data Analysis and Business Modeling

Display the User Forms menu by clicking Insert in the Controls group on the Developer tab Click the spin button form control (shown in Figure 27-1), and drag it to where you want it

to appear in your worksheet (cell D2) You will see a plus sign (+) Clicking the mouse button anchors the spin button where you want it and allows you to draw the shape for the spin button To change the shape of a form control or to move the control, place the cursor on the control and hold down the Ctrl key When the pointer turns into a four-headed arrow, drag the control to move it When the pointer appears as a two-headed arrow, you can drag the control to resize it

A spin button now appears in cell D2 You can use this spin button to change the value of Year1 sales Right-click the spin button, and on the shortcut menu click Copy Right-click cell D3, and then click Paste Also paste the spin button into cells D4 and D5 You should now see four spin buttons as shown in Figure 27-9

FIGURE 27-09 Spin buttons placed in worksheet cells.

Now you need to link each spin button to an input cell To link the spin button in D2 to cell C2, right-click the spin button in cell D2, and then click Format Control Fill in the Format Control dialog box as shown in Figure 27-10

FIGURE 27-10 Use the Format Control dialog box to link Year1 sales to a spin button

Next, use the Format Control dialog box to link the spin button in D4 to Year1 price (cell C4) For the current value, I used 9 The minimum value is 6, the maximum value is 20, and the incremental change is 1 Clicking the spin button arrows in cell D4 varies the Year1 price between $6 and $20 in $1 increments.

To link the spin button in cell D5 to Year1 cost (cell D5), I used 6 for the current value, 2 for the minimum value, 15 for the maximum value, and 1 as the incremental change Clicking the spin button arrows in cell D5 changes Year1 cost from $2 to $15 in $1 increments

Linking the spin button in cell D3 to Sales growth is trickier We want the spin button control

to change sales growth to 0 percent, 1 percent, … 50 percent The problem is that the mum increment a spin button value can change is 1 Therefore, you need to link this spin

mini-button to a dummy value in cell E3 and place the formula E3/100 in cell C3 Now, as cell

E3 varies from 1 to 50, sales growth varies between 1 percent and 50 percent Figure 27-11 shows how to link this spin button to cell E3 Remember that sales growth in cell C3 is simply the number in cell E3 divided by 100

FIGURE 27-11 The Format Control dialog box settings that link the spin button in cell D3 to cell E3.

By clicking a spin button arrow, you can easily see how changing a single input cell—given the values for the other inputs listed in the worksheet—changes the car’s NPV To see the effect of the changes, you can select cell F9, click Freeze Panes on the View menu, and then

234 Microsoft Excel 2010: Data Analysis and Business Modeling

click Freeze Panes again This command freezes the data above row 9 and to left of column F You can now use the scroll bars on the right of the window to arrange it as you see it in Figure 27-12

FIGURE 27-12 You can freeze panes to see the results of calculations in other parts of a worksheet.

Given the values of the other inputs, clicking the sales growth spin button arrows shows that

a 1-percent increase in sales growth is worth about $2,000 (To return the worksheet to its normal state, click Freeze Panes on the View menu, followed by Unfreeze Panes.)

The scroll bar control is very similar to the spin button The main difference is that by moving the cursor over the gray area in the middle of the scroll bar, you can cause the linked cell to continuously change in value By selecting Format Control on the shortcut menu and chang-ing the value under Page Change in the Format Control dialog box, you can control the speed with which the linked cell changes

How do I set up a simple check box that toggles conditional formatting on and off?

A check box is a form control that specifies a value of True in a cell when the box is checked and False when the box is clear Check boxes can be used to create toggle switches that turn

a particular feature on or off As an example, I will show how to use a check box to turn the conditional formatting feature on or off

Suppose a worksheet contains monthly sales and you want to color the five largest sales in green and the five smallest sales in red (See the file Checkbox.xlsx.) You enter in cell G4 the

formula =LARGE(Sales,5), which computes the fifth-largest sales value Then, in cell H4, you compute the fifth-smallest sales value with the formula =SMALL(Sales,5) (See Figure 27-13.)

FIGURE 27-13 Using a check box to turn conditional formatting on and off.

Next, you create a check box and configure it to enter True or False in cell F1 On the

Developer tab, click Insert and select the check box (see Figure 27-3) from the Forms Controls palette Drag the check box to cell G9, and change its text to read Turn Formatting On Or Off Then right-click the check box, click Format Control, and fill in the dialog box as shown in Figure 27-14

FIGURE 27-14 The Format Control dialog box for a check box.

Now, whenever you select the check box, True is placed in F1, and whenever you clear the check box, False is placed in cell F1