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

200 Microsoft Excel 2010: Data Analysis and Business Modeling Given quarterly corporate revenues, how can I indicate quarters in which revenues in- creased over the previous quarter in one color, and quarters in which revenues decreased from the previous quarter in another color? The le Amazon.xlsx contains quarterly revenues (in millions) for Amazon.com during the years 1995–2009. (See Figure 24-23.) We want to highlight quarters in which revenues 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 denes 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 le 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 le 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 satises the condition dened in the formula. Returning to the le 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 gure 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. 202 Microsoft Excel 2010: Data Analysis and Business Modeling If you enter =E6>E5 by pointing to the appropriate cells, be sure you remove the $ signs from the formula in the Conditional Formatting dialog box or the formula won’t be copied. Probably the easiest way to insert or delete dollar signs is to use the F4 key. When you high- light a cell reference such as A3, pressing F4 includes or deletes dollars signs in the following order: A3, $A$3, A$3, $A3. Thus, if you start with $A$3, pressing F4 changes the cell reference to A$3. The formula in this example ensures that cell E6 is colored green if and only if sales in that quarter exceed the previous quarter. After clicking OK, you’ll nd 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 ll 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 specic color? The le Weekendformatting.xlsx (see Figure 24-27) contains several dates. I want to highlight all Saturdays and Sundays in red. To do this, I rst 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 ll 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. 204 Microsoft Excel 2010: Data Analysis and Business Modeling Our basketball coach has given each player a rating between 1 and 10 based on the player’s ability to play guard, forward, or center Can I set up a worksheet that visually indicates the ability of each player to play the position to which she’s assigned? The le Basketball.xlsx, shown in Figure 24-29, contains ratings given to 20 players for each position and the position (1=Guard, 2=Forward, 3=Center) played by each player. The goal here is to ll 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 ll 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 ll. 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 satises 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 rst format to the cell range that takes effect only if the value of the cell is >=50. Have the rst 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. Problems 1. Using the data in the le Sandp.xlsx, use conditional formatting in the following situations: ❑ Format in bold each month in which the value of the S&P index increased, and underline each month in which the value of the S&P index decreased. ❑ Highlight in green each month in which the S&P index changed by a maximum of 2 percent. ❑ Highlight the largest S&P index value in red and the smallest in purple. 2. Using the data in the le 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 rst-quarter revenues in red. 3. The le 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 le Weekendformatting.xlsx, highlight all weekdays in red. Highlight in blue all days that occur in the rst 10 days of the month. 206 Microsoft Excel 2010: Data Analysis and Business Modeling 5. Suppose each worker in Microsoft’s nance department has been assigned to one of four groups. The supervisor of each group has rated each worker on a 0–10 scale, and each worker has rated his satisfaction with each of the four groups. (See the le Satissuper.xlsx.) Based on the group to which each worker is assigned, highlight the supervisor rating and the worker satisfaction rating for each worker. 6. The le Varianceanalysis.xlsx contains monthly prot forecasts and monthly actual 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 le Names.xlsx contains a list of names. Highlight all duplicates in green and all names containing Ja in red. 9. The le Duedates.xlsx contains due dates for various invoices. Highlight in red all invoices due by the end of the next month. 10. In the le 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 le 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 ve 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 le 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 ag. In another worksheet, highlight all acceptable days with a red ag. 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 le 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 le Scantrons.xlsx contains the necessary data. Help Vivian out! 21. The le Top5.xlsx contains the revenues each year of 50 companies. For each year highlight the companies that have the ve largest revenues. Hint: The function LARGE(B1:B50,5) would return the fth largest number in the range B1:B50. 22. The le Threetimes.xlsx contains a list of names. Highlight in red each name that appears at least three times. 23. The le 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 le Globalwarmingtemp.xlsx, highlight the years (not the temperatures) in which the temperature is above average. 209 Chapter 25 Sorting in Excel Questions answered in this chapter ■ How can I sort sales transaction data so that transactions are sorted rst by salesperson, then by product, then by units sold, and nally in chronological order from oldest to most recent? ■ I have always wanted to sort my data based on cell color or font color. Is this possible in Excel 2010? ■ 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 (rst 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 rst by salesperson, then by product, then by units sold, and nally in chronological order from oldest to most recent? JAC is a small company that sells makeup. The Makeup worksheet in the Makeupsorttemp. xlsx le 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 rst 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 difcult 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 rst 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+*. [...]... 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: 2002–20 04 222 Microsoft Excel 2010: Data Analysis and Business Modeling FIGURE 26-9  Gas price line graph: 2002–20 04 data. .. 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 2 24 Microsoft Excel 2010: Data Analysis and Business Modeling fi ­ ltering criteria in Figure 26- 14 and in the file Tablemakeupfinal.xlsx You’ll see that Colleen and Jennifer sold 49 7 units of lipstick in the East for a total of $1,515.89 This table filtering... 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 226 Microsoft Excel 2010: Data Analysis and Business Modeling FIGURE 26-15  Structured... and have the formula for average price copied down automatically as new data is added 217 218 Microsoft Excel 2010: Data Analysis and Business Modeling 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... 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 2 34 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... 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 236 Microsoft Excel 2010: Data Analysis and Business Modeling After selecting the cell range D4:D29, click Conditional Formatting... new data in row 12: Amanda sold 40 0 units for $5,000 As shown in Figure 26-6, the total revenue has increased by $5,000 to $160 ,48 0 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 220 Microsoft Excel 2010: Data. .. 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... buttons (I used rows 2–5 in this example), and then increase the height of the rows by right-clicking and selecting 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... 229 230 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 . for- mat for the data and have the formula for average price copied down automatically as new data is added. 218 Microsoft Excel 2010: Data Analysis and Business Modeling FIGURE 26-1 Data for creating. nal 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. D6:D15 and sorting column D by values. When selecting the order, I select Custom List and then select the option beginning with 2 14 Microsoft Excel 2010: Data Analysis and Business Modeling January,